Special Events Coordinator

Savannah, GA, USA|Onsite

Job Overview

Employment Type

Part-time

Compensation

Hourly

Exact $25.00

Work Schedule

Weekend Shifts

Benefits

Health Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

flexible scheduling

Employee assistance program

Employee Discounts

Job Description

Live Oak Public Library System (LOPL) is a pivotal community institution located in Savannah, Georgia, dedicated to enriching the lives of area residents through access to information, educational resources, and culturally engaging programs. LOPL serves as a cornerstone of public learning and community involvement, operating multiple branches and hosting diverse events that foster knowledge, creativity, and civic engagement. Renowned for its commitment to inclusion, accessibility, and community service, the library system strives to meet the evolving needs of its patrons through innovative programs and strategic outreach. The organization embodies a culture that values diversity, collaboration, and continuous improvement, aiming to make a lasting impact on individuals and families throughout the region.

The Special Events Coordinator at Live Oak Public Library System plays an essential role in advancing the library's mission by planning, organizing, and overseeing a wide variety of events that engage the community and support the organization’s goals. This position is a part-time role involving 29 hours per week and offers a competitive pay rate of $25.00 per hour. Reporting directly to the Director of Regional Operations, the Special Events Coordinator is charged with managing internal and external system-wide meetings and events that range from public celebrations and fundraising galas to private elopement and small wedding ceremonies held at select library locations.

This role requires coordination of all event logistics, including scheduling and booking venues, collaborating with vendors and event partners, and providing onsite management to ensure successful execution. The Coordinator also administers event budgets and cost estimates, manages fiscal processes such as payment requests and credit card management, and ensures that all events reflect the library's core values and enhance its visibility and financial sustainability. Expertise in technology use is essential, as the Coordinator supports event technology needs, including audio and video equipment, and acts as the central point of contact for inquiries related to reserving event spaces.

Candidates for this position should have strong organizational and communication skills, with the ability to juggle multiple projects and adjust priorities effectively. Experience with database and accounting software, proficiency in social media, donor management software, Microsoft Office, and Google Workspace are crucial for success. The role demands a proactive, resourceful approach with a high level of customer service focus, embracing the library’s strategic priorities of inclusion and community engagement. The ability to work flexible hours, including evenings and weekends, as well as the physical capability to manage event setup and teardown tasks, are necessary components of this position. Overall, the Special Events Coordinator is vital in making sure that all events supported by the Live Oak Public Library System are well-organized, inclusive, and contribute positively to the community’s cultural and civic life.

Job Requirements

High school diploma or equivalent
three years of event planning experience
valid driver’s license and insurability
reliable transportation
ability to work evenings and weekends
ability to travel within city, state, and out of state as needed
ability to manage donor interest and personal information with tact and confidentiality

Job Qualifications

High school diploma or equivalent
bachelor’s degree in public relations, communications or hospitality management or relevant discipline preferred
three years of event planning experience required
proficiency with database and accounting spreadsheet software
intermediate technology skills for social media, donor management software, Microsoft Office, and Google Workspace
strong communication skills both written and oral
proven problem solving and analytical skills
ability to be proactive, resourceful, highly organized and manage multiple projects
ability to work effectively and cooperatively with diverse groups
ability to work with minimal supervision
skills emphasizing teamwork, communication, ethics, trust and patience

Job Duties

Prepare special event cost estimates and assist with preparing an annual budget for system-level special events
manage fiscal processes and systems such as W-9, Pos check requests, and credit card management
coordinate logistics for library’s regular meetings, board meetings, and system-level large or special events including speakers and community participation
schedule, plan and manage logistics for elopement ceremonies, small weddings and other private events at specific LOPL locations
coordinate special library-hosted events such as fundraising galas, donor recognition events, and other programs with engagement, development, and public services departments
develop, implement and oversee procedures for public and private special events
act as central point of contact for inquiries about reserving meeting and event space
market event spaces and coordinate event schedules
plan special event details inclusive of guest needs and maintain high communication with guests planning events
coordinate with IT for audio and video needs and provide tech support for event space users
supervise volunteers, vendors, or suppliers
review venues to determine proper accessibility, signage, audio-visual equipment, room set-up, staffing, crowd control, and traffic flow
embrace LOPL core values and strategic priorities
demonstrate commitment to inclusion regardless of age, cultural background, ability, ethnicity, family status, gender, race, religion, sexual orientation, veteran status, or national origin
perform other duties as assigned