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About the Role

Asphalt Green is seeking an Events Coordinator to support the planning and execution of public-facing events, community activations, organizational gatherings, and stakeholder engagement opportunities. This role is a key operational partner to the Events Manager, ensuring events are organized, welcoming, safe, and aligned with Asphalt Green’s mission and brand standards.

Responsibilities

• Assist with the planning and execution of community events, public activations, organizational gatherings, and stakeholder engagement opportunities.
• Help develop and maintain event timelines, project plans, run-of-show documents, staffing plans, checklists, and logistical schedules.
• Coordinate event materials, supplies, equipment, signage, setup requirements, room or site layouts, and event-day operational needs.
• Maintain event calendars, planning documents, shared trackers, and other tools that support timely and organized event execution.
• Coordinate routine communications with vendors, contractors, entertainers, suppliers, community partners, and internal stakeholders.
• Assist with collecting quotes, tracking invoices, monitoring event-related expenses, and maintaining documentation for event contracts, certificates of insurance, and other required records.
• Ensure vendors and partners receive accurate schedules, arrival instructions, logistical details, and onsite expectations.
• Escalate vendor, contract, budget, or service issues to the Events Manager or appropriate internal partner.
• Support event registration systems, attendee lists, guest communications, and participant management processes.
• Coordinate pre-event information for participants, guests, volunteers, partners, and stakeholders.
• Assist with guest check-in, wayfinding, attendee questions, and event-day service needs.
• Help create a welcoming, inclusive, and organized experience for all participants and guests.
• Support event setup, execution, and breakdown, including coordination with staff, volunteers, vendors, and operational support teams.
• Assist in troubleshooting routine logistical challenges and responding to event-day needs in real time.
• Monitor assigned areas to help ensure events are executed safely, efficiently, and in accordance with organizational standards.
• Serve as an onsite representative of Asphalt Green during events and activations, modeling professionalism, responsiveness, and a service-oriented approach.
• Work with Programs, Operations, Customer Experience, Development, Marketing, and External Engagement teams to support event objectives.
• Assist with cultivation events, donor events, community outreach activities, sponsorship or partnership activations, and organizational celebrations as assigned.
• Help ensure event execution aligns with Asphalt Green priorities, brand standards, accessibility expectations, and community engagement goals.
• Maintain event planning documents, vendor records, project trackers, and shared files.
• Assist with post-event evaluations, attendance tracking, survey follow-up, and basic reporting.
• Support budget tracking, expense documentation, and reconciliation processes.
• Identify opportunities to improve event operations, workflows, participant experience, and internal coordination.

Requirements

• 1-3 years of experience in events, hospitality, operations, recreation, community engagement, nonprofit programming, or a related field.
• Strong organizational skills and the ability to manage multiple deadlines, details, and moving parts.
• Excellent written and verbal communication skills.
• A professional, collaborative, and service-oriented approach.
• Strong attention to detail and follow-through.
• Ability to work effectively with internal teams, external vendors, partners, volunteers, and guests.
• Comfort using event registration systems, shared calendars, spreadsheets, project trackers, and common office technology.
• Sound judgment in escalating issues, following established procedures, and supporting safe event operations.
• Availability to work evenings, weekends, and special events as needed.
• Experience supporting public-facing events, community programs, large-scale activations, or mission-driven events.
• Experience coordinating vendors, volunteers, event materials, participant communications, or onsite logistics.
• Experience in nonprofit, recreation, sports, fitness, hospitality, education, or community-based organizations.
• Familiarity with event planning software, registration platforms, project management tools, and basic budget tracking.
• Experience working in customer-facing environments requiring a strong service orientation.

Skills

• Event Planning
• Logistics Coordination
• Vendor Management
• Budget Tracking
• Communication
• Organization
• Attention to Detail
• Customer Service
• Project Management

Location

• Brooklyn, NY 11225

Work Type

• Full Time
• Onsite

Experience Level

• 1-3 years

Salary/Compensations

• $55,000.00 - $65,000.00 Salary/year

About the Company

• Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all.
• Serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs.
• Promotes health, personal growth, and lifelong participation in physical activity.
• Committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence.
• Believes that access to movement, sport, and wellness can change lives.
• Helps young people develop confidence, resilience, leadership skills, and healthy habits.