Special Events Coordinator

Arch, the management team behind Ashburn Village Sports Pavilion, is looking for a dynamic and organized Special Event Coordinator to plan and execute a wide range of events that bring our community together! We host over 20 annual events, including 3 large-scale keystone events, and we're seeking someone who is passionate about creating memorable experiences for residents.

As our Special Event Coordinator, you'll work closely with the General Manager and community stakeholders to bring events to life-from concept to cleanup. If you're a detail-oriented planner who thrives in a collaborative environment and enjoys working with people, this could be the perfect role for you.

Key Responsibilities

• Plan, coordinate, and execute all community events from start to finish

• Attend and manage all events onsite (weekends/evenings as needed)

• Develop and update marketing materials using Canva

• Create and schedule email blasts through Constant Contact

• Manage event communications on Facebook and the community website

• Source and book vendors, performers, and entertainment

• Secure all necessary permits, insurance, and documentation

• Handle day-of logistics, including setup, staff assignments, and troubleshooting

• Reach out to local businesses to solicit sponsorships and partnerships

• Coordinate with the Event Committee (prepare agendas, run meetings, send recaps, and implement recommendations)

• Oversee event staffing and assign team duties

Schedule & Work Environment

• Event Weeks: Flexible schedule required, including evenings and weekends to support onsite event execution.

• Non-Event Weeks: Standard daytime hours with flexibility and the option to telecommute up to two days per week.

This is a full-time position with varied hours based on workload, averaging between 30-40 hours per week.

Compensation: $20-$26 per hour (equivalent to $40,000-$55,000 annually), based on experience and qualifications.

Qualifications

• Proven experience planning and managing public or community events

• Excellent organizational, communication, and time-management skills

• Proficiency with Canva, Facebook, and Constant Contact preferred

• Ability to work independently and as part of a team

• Must be available to be onsite for all scheduled events

• Comfortable working outdoors and lifting/moving event materials as needed

• Experience working with committees or volunteer groups is a plus