Events Coordinator

Events Coordinator Position Description

MISSION STATEMENT

Encounter Ministries exists to unleash the transforming power of the Holy Spirit in the world by teaching, equipping, and activating disciples to demonstrate the love of God through the power of the Holy Spirit.

POSITION SUMMARY

Reporting to the Director of Events, the Events Coordinator is responsible for coordinating assigned ministry events and supporting the Encounter Ministries Events Team. This role will serve as the lead operational coordinator for Weekend Schools and assigned Encounter Launch Events and the lead planner and onsite coordinator for assigned U.S. Regional Conferences, coordinating the people, communication, logistics, and event details needed to carry each event from planning through execution and follow-up.

POSITION DETAILS

Position Title: Events Coordinator Position Status: Full-Time, Exempt Reports To: Director of Events Location: In-Person, Brighton, Michigan (preferred)/ remote possible Travel: Onsite presence and support is expected for assigned conferences and other events as determined by the Director of Events. Weekend Schools and Encounter Launch Events are typically coordinated remotely. Travel Expenses: Approved ministry-related airfare, event registration, and lodging are covered by Encounter Ministries. Employment Duration: Ongoing with periodic review.

PRIMARY RESPONSIBILITIES

Responsibilities include direct coordination of assigned events and support of the broader Encounter Events Team as outlined below: Event Coordinator Responsibilities • Serve as the lead operational coordinator for Weekend Schools and assigned Encounter Launch Events and a lead planner and onsite coordinator for assigned U.S. Regional Conferences. • Develop and maintain event plans, timelines, schedules, budgets, Asana projects, and task assignments for assigned events. • Coordinate venues, hotels, catering, transportation, hospitality, volunteers, prayer teams, merchandise, supplies, signage, room setup/teardown, and other event logistics. • Coordinate confirmed speaker, clergy, and worship-team logistics, including travel, lodging, itineraries, hospitality, presentation needs, and onsite schedules. • Coordinate registration details and participant information in partnership with the Event Systems Coordinator. Event Communication & Administration • Serve as the primary operational contact for assigned hosting organizations, venues, hotels, vendors, speakers, and event partners. • Maintain clear and timely communication with hosts, participants, volunteers, vendors, speakers, and internal teams throughout event planning and follow-up. • Coordinate venue and vendor proposals, agreements, invoices, payment information, and event requirements in collaboration with the Director of Events and Finance. • Maintain accurate event records, participant lists, schedules, travel details, budgets, contacts, and planning documentation. • Collect and organize event feedback and complete post-event follow-up and financial documentation. Event Team Support • Support planning and execution of other Encounter Ministries and Encounter School of Ministry events as assigned, including the Annual Encounter Conference, Leaders Retreat, Transformation Nights, Healing Services, External Schools, and other strategic events. • Partner with the Event Systems Coordinator on RegFox registration pages, Asana templates, forms, tracking tools, and event systems. • Coordinate with Worship, Production, Marketing, Finance, Support, and other departments for assigned event needs. • Participate in special projects and other event responsibilities as assigned by the Director of Events. • Maintain proactive and clear communication regarding priorities, workload, deadlines, and event status.

ESSENTIAL QUALIFICATIONS & REQUIREMENTS

• Active, practicing Catholic in good standing with the Roman Catholic Church.
• Highly organized, detail-oriented, and proactive.
• Experience in event or project management.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and ability to work effectively with hosts, speakers, clergy,

vendors, volunteers, participants, and staff. • Strong planning, coordination, and follow-through skills with the ability to manage multiple events and deadlines. • Proficient in or able to quickly learn tools such as Asana, RegFox, Google Workspace, Zapier, spreadsheets, Zoom, and other event systems. • Available for regular event travel and onsite support, including evenings and weekends as required by assigned events. • Punctual, responsive, dependable, and aligned with the mission and core values of Encounter Ministries.