Executive Services & Events Coordinator

Summary: 

The Executive Services & Events Coordinator performs a variety of event coordination,

volunteer management, operational support, and administrative duties in support of the town-wide

programs, community events, and Executive Services operations. This position serves as a key

coordination resource for multiple Town departments by assisting with event logistics, volunteer

coordination, inventory management, meeting support, purchasing coordination, and operational

follow-through to help ensure the successful delivery of Town events and initiatives.

This position supports the Executive Services Manager with administrative and operational

needs while also serving as the Town’s primary coordinator for volunteer-supported events and

programs. The role requires exceptional organization, customer service, communication, and

relationship-building skills, along with the ability to manage multiple priorities, maintain

professionalism in fast-paced environments, and adapt to changing operational and event environments

needs.

While event leads maintain responsibility for overall event execution and programming, this

position provides critical coordination, logistical, and operational support throughout the

planning and implementation process.

 Essential Duties and Responsibilities:

Essential functions are not intended to be an exhaustive list of all responsibilities, duties, and

skills. They intend to provide an accurate summary of the position and the work required

to perform the role successfully. Employees are responsible for all other duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform

essential functions.

Event Coordination & Operational Support

· Assists departments with coordination and logistical support for Town events, programs, meetings, and community activities.

· Participates in event planning meetings and assists with tracking assignments, timelines, action items, and follow-up communication.

· Coordinates event-related logistics, including catering, food and beverage orders, rentals, vendor communication, staffing support, setup, and cleanup activities.

· Assists with event purchasing and budget tracking and provides expenditure updates to management as assigned.

· Maintains and organizes event inventory, including tables, chairs, linens, décor, signage, supplies, and related equipment.

· Coordinates inventory check-in/check-out procedures and assists with transport and organization of event materials and supplies.

· Assists with dry-cleaning drop-off and pickup, event supply transport, and other operational support activities related to Town events.  

· Collaborates with multiple Town departments to coordinate event logistics, operational needs, scheduling, and communication efforts.

· Coordinates with the Communications team and other departments to support event readiness and operational alignment.

· Provides onsite support for designated evening and weekend events as assigned.

· Assists with special projects and operational initiatives as needed.

Volunteer Coordination

· Serves as the primary coordinator for volunteer-supported Town events and programs.

· Assists with volunteer recruitment, scheduling, communication, and coordination activities.

· Maintains volunteer records, contact information, schedules, and related documentation.

· Coordinates volunteer assignments and operational needs for designated Town events and activities.

· Assists with volunteer onboarding, recognition, appreciation, and retention efforts.

· Serves as a point of contact for volunteers and volunteer-related inquiries.

Administrative Support

· Provides administrative and operational support to the Executive Services Manager.

· Coordinates administrative purchases, including office supplies, breakroom supplies, uniforms, and other operational materials.

· Assists with online orders and purchasing coordination through approved vendors and platforms.

· Assists with travel arrangements, scheduling support, meeting coordination, and reservation assistance as assigned.

· Reads, routes, and responds to routine correspondence, emails, and inquiries.

· Assists with preparation of agendas, meeting materials, and facility coordination for meetings and events.

· Composes and distributes routine correspondence and communications.

· Maintains records, files, and operational documentation.

· Assists with employee recognition and retention activities as assigned.

· Provides backup administrative support for Executive Services operations during staff absences as needed.

Customer Service & Operational Coverage

· Serves as frontline support for the Town of Bennett and assists residents, staff, vendors, volunteers, and visitors in a professional and courteous manner.

· Assists with coverage for Public Works Coordinator operations, including phone calls, messages, cashiering, and customer service support as assigned.

· Provides backup support for Public Works Coordinator community center rentals, and related operational functions as needed.

· Responds to general inquiries received through Town communication channels and directs requests appropriately.

· Maintains effective working relationships with Town staff, elected officials, community partners, volunteers, and the public.

· Other duties as assigned. 

Knowledge, Skills, and Abilities:

Knowledge of:

· Microsoft Office Suite includes Word, Excel, Outlook, and PowerPoint.

· Google Workspace applications.

· Smartsheet, Canva, Adobe Acrobat, and related office software applications.

· General office procedures, customer service practices, and event coordination

· principles.

· Standard office equipment and technology systems.

Skills:

· Design - Generates creative solutions; Demonstrates attention to detail.

· Problem Solving - Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations.

· Customer Service - Manages difficult or emotional customer situations; Meets commitments and showcases compassion toward customers and Town staff.

· Interpersonal - Maintains confidentiality; must have strong emotional intelligence with a friendly and welcoming demeanor. 

· Written Communication - Writes clearly and informatively; Varies writing style to meet needs; Able to read and interpret written information.

· Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Recognizes accomplishments of other team members.

· Leadership - Exhibits confidence in self and others; Effectively influences actions and opinions of others; Inspires respect and trust.

· Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.

· Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events.

· Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

· Judgment - Exhibits sound and accurate judgment; Includes appropriate people in decision-making process.

· Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.

Ability to:

· Coordinate operational and logistical details for Town events and activities.

· Organize and maintain inventory, records, schedules, and documentation.

· Provide excellent customer service to internal and external stakeholders.

· Adapt to changing priorities, deadlines, and operational needs.

· Communicate effectively with employees, volunteers, vendors, elected officials, and the public.

· Operate standard office equipment and software applications applicable to the position.

· Follow written and verbal instructions while exercising initiative and independent judgment.

Education or Formal Training:

Three (3) years of related administrative, event coordination, volunteer coordination, customer service, or operational support experience; or an equivalent combination of education and experience.

Certificates and Licenses: 

Valid Colorado Driver’s License.

Work Environment:

General office environment, but may require visits to locations outside of Town Hall. Noise level in the work environment is usually moderate. The employee may occasionally lift and/or move up to 25 pounds. While performing the duties of this Job, the employee is regularly required to sit.

Salary Range:  $51,000 - $65,400 plus benefits

****Please submit applications by July 12, 2026****