About RSVP Volunteers RSVP Volunteers is a nonprofit organization serving Montgomery, Chester, and Philadelphia counties. Our mission is to mobilize volunteers to meet critical community needs in education, wellness, digital literacy, and nonprofit capacity building.

Events & Operations Coordinator Schedule:

30-40 hours per week

Location:

King of Prussia, PA- in person Reports to:

Executive Director Classification:

Hourly/Non-Exempt Position Summary RSVP Volunteers is seeking a highly organized and dependable Events & Operations Coordinator to support our day-to-day administrative operations and coordinate fundraising, volunteer recognition, and other special events. This

IN PERSON

, hands-on position works closely with staff, volunteers, vendors, donors, and community partners. The ideal candidate is detail-oriented, comfortable using technology, and able to manage multiple projects and deadlines.

Key Responsibilities:

Event Coordination Coordinate logistics for two annual volunteer recognition luncheons, the annual golf outing, Bingo fundraiser, and other special events. Maintain event timelines, checklists, registration lists, seating plans, and materials. Coordinate venues, volunteers, catering, vendors, rentals, signage, audiovisual needs, awards, gifts, and supplies. Collect and organize content for event program books, including sponsor advertisements, biographies, awards, and recognition information. Work with Development and Communications staff on sponsorship recognition, invitations, promotion, and printed materials. Transport event materials and oversee event setup, registration, execution, and breakdown. Administrative and Operational Support Assist with office operations, mail, supplies, purchasing, meeting logistics, files, and administrative projects. Coordinate routine technology requests with RSVP's Managed IT provider. Request and review email accounts, user access, system permissions, technology setup, and account closures. Submit and track IT support tickets and coordinate VOIP telephone system updates. Maintain equipment and asset records. Track vendor contracts, service agreements, insurance policies, and renewal dates. Serve as the administrative liaison with vendors and the organization's insurance broker. Request and distribute certificates of insurance. Prepare employee onboarding paperwork, timesheet templates, background checks, and required personnel documentation. Coordinate and track required staff training and compliance activities, including insurance-mandated training and cybersecurity awareness training through KnowBe4; communicate requirements and deadlines to employees and follow up to ensure timely completion. Assist with routine purchasing, vendor invoices, and equipment coordination. Qualifications Two or more years of experience in event coordination, office administration, nonprofit support, hospitality, customer service, or a related field. Strong organizational, time-management, and communication skills. Ability to manage multiple priorities and meet deadlines. Proficiency with Microsoft Outlook, Word, Excel, Teams, and related Microsoft 365 applications. Comfortable learning VOIP, SharePoint, and other organizational systems. Ability to work independently while collaborating effectively with staff and vendors. Ability to maintain confidential information. Availability for occasional early-morning, evening, and weekend events. Physical and Transportation Requirements Ability to lift, carry, load, and unload items weighing up to 30 pounds. Ability to stand, walk, bend, reach, push, and pull during event setup and breakdown. Valid driver's license, current automobile insurance, and access to a reliable vehicle capable of transporting event supplies and equipment. Ability to travel to local event venues and vendor locations. Mileage for authorized business travel will be reimbursed in accordance with RSVP's policy. Clearances Required PA Child Abuse Clearance PA State Police Check FBI Background Check Benefits PTO Flexible schedule Professional development opportunities Collaborative, mission-driven environment Equal Opportunity RSVP is an equal opportunity employer and is committed to building an inclusive and diverse workforce. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

Pay:

$20.00 - $23.00 per hour

Benefits:

Paid time off Application Question(s): This position involves coordinating events while also managing administrative responsibilities, technology requests, vendor follow-up, and multiple deadlines. Can you give an example of a time you had to manage several competing priorities at once? How did you stay organized and make sure nothing fell through the cracks? How would you describe your Excel experience and tell me how you have utilized Excel in your work.

Experience:

Event Coordination:

2 years (Required)

Work Location:

In person