Events and Project Coordinator

Position Summary

The Events & Project Coordinator provides organizational and administrative leadership for church-wide projects and events. This role ensures that projects stay on schedule teams remain aligned budgets are tracked and every detail is executed with excellence. By coordinating communication managing timelines and supporting logistics this position helps ministries accomplish their goals efficiently and effectively.

Primary Responsibilities

Project Coordination

• Coordinate multiple projects simultaneously from planning through completion.
• Schedule project meetings and planning sessions.
• Prepare meeting agendas and capture accurate meeting notes.
• Record action items and assign tasks within project management software.
• Follow up with team members to ensure deadlines and commitments are completed.
• Maintain project timelines and proactively communicate schedule changes or potential risks.
• Keep project documentation organized and up to date.

Event Coordination

• Coordinate logistics for church-wide events in partnership with ministry leaders.
• Develop and maintain detailed event timelines and planning checklists.
• Coordinate with venues vendors facilities production and ministry teams to ensure event readiness.
• Assist with room reservations layouts catering setup/teardown and event logistics.
• Attend key events as needed to support execution.

Budget & Administrative Support

• Track project and event budgets.
• Process purchase requests and coordinate purchasing of supplies.
• Submit invoices for payment and reconcile receipts and expenses.
• Maintain accurate financial records related to projects and events.
• Assist in obtaining quotes and coordinating with vendors.

Communication & Collaboration

• Serve as a central communication point between departments ministry leaders vendors and volunteers.
• Communicate project updates timelines and next steps clearly and consistently.
• Build collaborative relationships across ministry teams.
• Support the Communications team with administrative coordination as needed.

Qualifications

• Active member of New Life Community Church who supports the mission and values of the church.
• 2 years of experience in project coordination event planning executive administration or a related role.
• Experience using Microsoft Office and project management software (such as Asana ClickUp or similar).
• Experience coordinating meetings projects or events preferred.

Key Competencies

Organization & Planning

• Exceptional organizational skills with the ability to manage multiple projects simultaneously.
• Strong attention to detail and accuracy.
• Ability to prioritize work and meet deadlines in a fast-paced environment.

Communication

• Excellent written and verbal communication skills.
• Skilled at documenting discussions clarifying expectations and communicating follow-up items.
• Professional and personable when working with staff volunteers vendors and ministry leaders.

Initiative & Ownership

• Self-starter who takes initiative without waiting for direction.
• Works independently while knowing when to seek input or clarification.
• Anticipates needs and proactively solves problems.

Collaboration

• Enjoys working with cross-functional teams.
• Demonstrates humility flexibility and a servant-hearted attitude.
• Builds trust and keeps people informed throughout the life of a project.

Administrative Excellence

• Comfortable managing budgets invoices purchase requests and expense reporting.
• Maintains organized files documentation and project records.
• High level of integrity and confidentiality.

Success Looks Like

A successful Events & Project Coordinator:

• Projects consistently stay on schedule.
• Team members always know what theyre responsible for.
• Meetings produce clear action items and accountability.
• Budgets and expenses are tracked accurately.
• Events are well-organized and executed with excellence.
• Leaders spend less time following up because systems and communication keep projects moving forward.

Required Experience:

Senior IC