Program and Events Coordinator

MRA-The Management Association
United States, Minnesota, St. Paul
Nov 05, 2024
Minnesota Housing Partnership (MHP) Program and Events Coordinator (Full-Time, Hybrid) St Paul, MN Who We Are Minnesota Housing Partnership's (MHP) Mission is to expand housing and community development opportunities for those most impacted by economic and racial disparities by leading collaborative work to promote systems change and grow equitable development capacity. MHP began in 1987 as an informal coalition organizing community groups and nonprofit developers to play an active role in affordable housing. Now with a budget of $3 million and a staff of 20, MHP drives innovative housing solutions through original research, strengthens local capacity for housing and community development across the US, and advocates for equitable housing policies and investment so that we all have a place to call home. We are seeking a highly organized and detail-oriented Program and Events Coordinator to join our team. In this full-time hybrid role, you will be responsible for planning, organizing, and executing a wide range of events, from community development trainings and workshops to conferences and retreats. You'll ensure each event runs smoothly and aligns with the organization's objectives, working closely with our Community Development team to provide logistical support and facilitate successful engagements. Essential Duties and Responsibilities: Event Planning and Organization: Assist in planning, coordinating, and project managing events such as fundraising, staff meetings, conferences, and social gatherings. Develop and manage event timelines, schedules, and checklists to ensure seamless execution. Convene meetings with staff to make decisions, clarify roles, and ensure open communication. Prepare event programs, handouts, signage, and other materials in collaboration with the program lead and communications team. Community Development Team Support: Provide logistics and planning support for community engagement sessions and technical assistance projects. Collaborate with community stakeholders and manage task planning, scheduling, and coordination with project partners. Vendor & Venue Coordination: Research and recommend vendors for catering, decor, entertainment, and AV needs. Secure contracts, manage vendor relationships, and conduct site visits for event logistics management. Ensure speakers and participants receive necessary financial and logistical support. Budget & Project Management: Assist in creating and managing event budgets, tracking expenses, and submitting payment requests. Communication & Staff Relations: Serve as the main point of contact for staff, providing updates and addressing event-related questions. Coordinate with internal teams and external partners to ensure smooth execution of events. Marketing & Promotions: Support the development and execution of marketing materials, social media posts, and promotional strategies. On-Site & Virtual Event Management: Oversee on-site logistics and provide support for virtual events, coordinating staff and troubleshooting issues as they arise. Ensure high-quality execution of all event activities, whether on-site or virtual. Post-Event Follow-Up: Conduct post-event evaluations, gather feedback, and assess success. Prepare post-event reports with recommendations for future improvements. Ensure thank-yous and acknowledgments are delivered to speakers and attendees. Qualifications: Minimum 3 years of event planning or coordination experience with a proven track record of successful event management. Strong organizational and time-management skills, with the ability to multitask and handle high-pressure situations. Excellent communication and interpersonal skills. Proficiency in event planning software/tools (e.g., Eventbrite, Microsoft Office, MailChimp, Excel, Salesforce) or willingness to learn. Creative problem-solving and attention to detail. Flexibility to work evenings and weekends as needed for events. Ability to travel 4-6 times a year across MN and occasionally the U.S., with each trip lasting 1-3 days. Capability to lift and move items during event setup and teardown. Our Commitment MHP is committed to social, racial, gender, and economic justice. We strongly encourage Black, Indigenous, people of color, women, LGBTQ individuals, veterans, and persons with disabilities to apply. An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position. This position will need to undergo and pass a background check and be authorized to work in the U.S.