Public Events Coordinator

Job Description

Job Description

Public Events Coordinator

Organizational Overview

The Emerald Necklace Conservancy is a growing nonprofit in Boston, MA with a mission to restore and improve the Emerald Necklace for all. The Conservancy is dedicated to stewarding the 1,100-acre linear park system in Boston and Brookline connecting over 15 diverse neighborhoods. Our vision: A thriving Emerald Necklace where people and parks care for each other, made possible through thoughtful parks care, people-driven programming and inclusive policy work.

The Emerald Necklace Conservancy seeks a dynamic, self-motivated, and highly organized Public Events Coordinator to support the planning and execution of the Conservancy's year-round public events, equity initiatives, cultural partnerships, and seasonal outreach programs. Reporting to the Events Manager, the Coordinator will provide logistical, administrative, and coordination support for both in-person and virtual events. This role involves close collaboration with internal teams and external partners - including vendors, consultants, and program leads - to help deliver inclusive, engaging experiences that connect communities to parks and promote access, equity, and cultural vibrancy in Boston's urban green spaces. A successful candidate will display a commitment to understanding and respecting diverse cultural backgrounds.

This is a full-time, permanent, non-exempt position that requires a mix of in­ person and remote work. Currently, Conservancy staff work in the office two days per week. Availability to staff events throughout the year is a requirement, and this role will involve meetings in the Emerald Necklace parks, off-site meetings, and occasional evening and weekend hours as determined by the organization's event schedule.

RESPONSIBILITES

· Plan, coordinate, and execute logistics for public-facing virtual and in-person Conservancy programs and events - including, but not limited to, the Winter Coat Drive, Yoga in the Parks, and the Summer Fest Series. Serve as a primary point of contact for vendors, presenters, program partners, stakeholders, and event attendees to ensure smooth communication and successful event delivery.

· Collaborate closely with Development staff to strategically plan and execute outreach and fundraising efforts that support specific events and organizational goals.

· Collaborate with Community Partnership staff to plan and execute outreach and staff cultural partnership efforts that support specific events and organizational goals.

· Establish and maintain systems and checklists for event planning, production, and post­ event follow-up.

· Help create and manage event budgets.

· Correspond with vendors to ensure timely and accurate rendering of services and payment of invoices.

· Work with Development, Partnerships, and Marketing & Communications staff to ensure all events and programs are promoted in a timely manner, and sponsors are appropriately included and acknowledged at programs and events.

· Monitor event registration and create strategies to expand event attendance via intentional outreach and welcome initiatives. Ensure smooth registration and prompt follow-up communications to vendors, presenters, partners and attendees to build strong relationships and repeat partnership and attendance.

· In collaboration with Field Operations staff, train and manage event volunteers to support event execution tasks including tabling, event set up and break down, vendor coordination, presenter and performance production, event attendee customer service, etc.

· Manage the permitting process for all Conservancy-related events. Work with public partners to obtain permits and secure necessary approvals, ensuring all permitting and regulatory requirements are met.

· Track and report on program and event metrics, qualitative feedback and key learnings to improve future programming decisions.

· Research, identify and secure potential vendors, program partners, and event supplies. Attend event site planning meetings.

· Support the Event Manager with scheduling, preparing agendas, taking notes, and coordinating follow-up tasks for event-related meetings.

· Monitor Conservancy's inventory of event materials, marketing collateral, and office supplies at Conservancy's headquarters, the Curley House and coordinate orders and restocking as needed.

EXPERIENCE

· Bachelor's degree or equivalent work experience required

· 2+ years of event planning or program coordination experience required

· Experience working with fast-paced, mission driven organizations encouraged

KNOWLEDGE, SKILLS AND ABILITIES

· Knowledge and fluency with Microsoft Office suite of products (Word, Excel, PowerPoint, Outlook)

· Ability to work in collaboration with colleagues across different cultures, languages, ages and disciplines strongly preferred

· Knowledge of equity, access, inclusion and diversity, with an interest in learning more about spatial justice issues

· Knowledge and experience in event production, including permitting, AV set-up, program volunteer training

· Strong skills in project management with excellent ability to manage priorities with the ability to accurately and thoroughly follow through and manage multiple complex projects and meet deadlines

· Verbal and written communication skills, with attention to detail and ability to proofread

· Math and budgeting skills to estimate costs and maintain a budget

· Ability to work independently and in partnership with others to accomplish tasks while maintaining a positive demeanor and professional presence

· Ability to work proactively, take initiative and remain calm under pressure

· Ability to carefully manage confidential information including credit cards and vendor details

PHYSICAL REQUIREMENTS

· Must be able to lift and carry up to 40 pounds and handle event equipment set up and breakdown.

· Must be comfortable being outdoors for sustained periods and working outdoors in all weather conditions.

· Availability to work a flexible schedule and attend partner meetings or events on evenings and weekends.

· Must have a valid driver's license and access to a vehicle that can be used to transport event equipment and supplies.

To apply, please submit a resume and cover letter in one file using the application submission tool or via email to [email protected].

The Emerald Necklace Conservancy is a non-profit stewardship organization founded in 1998. The mission of the Emerald Necklace Conservancy is to restore and improve the Emerald Necklace for all. The Conservancy connects people and parks and conserves the Emerald Necklace through projects and programs that enrich the visitor experience and restore and renew the landscape, waterways, and parkways. To steward the Emerald Necklace's 1,100 acres of parkland extending from Boston's Back Bay through Brookline and Jamaica Plain to Franklin Park in Dorchester, the Conservancy collaborates with its partners on advocacy, maintenance and restoration, education and access and promoting park stewardship through volunteer and youth programs. Discover more about our work and programs at

The Emerald Necklace Conservancy is an Equal Opportunity Employer, and no person shall be discriminated against on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender identity or expression, marital status, age, Veteran status, physical/mental disability, or any other characteristic protected by federal, state or local laws. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.