PT Special Events Coordinator

Part-Time Special Events Coordinator

The Part-Time Special Events Coordinator is responsible for recruiting, coordinating, training, and supporting volunteers for special events. This position also assists with the planning, coordination, and execution of special events and community programs. The successful candidate must be able to work a flexible schedule, including evenings, weekends, and holidays, based on event needs. Employee Values: The Town of Wake Forest employees are expected to uphold and exhibit the Town's shared employee values of caring, commitment, character, and collaboration.

Essential Functions

Volunteer Coordination

• Recruit, screen, and onboard volunteers for events and initiatives.
• Maintain volunteer records, background screens, schedules, waivers, and contact information.
• Coordinate volunteer assignments and ensure adequate staffing for programs and events.
• Conduct volunteer orientations and provide training as needed.
• Serve as the primary point of contact for volunteers before, during, and after events.
• Monitor volunteer performance and ensure compliance with department policies and procedures.
• Recognize and promote volunteer contributions through appreciation and retention efforts.
• Track volunteer hours and prepare reports as requested.

Special Events Support

• Assist with the planning, organization, and implementation of community events, festivals, races, ceremonies, and recreational programs.
• Coordinate event logistics, including setup, breakdown, volunteer staffing, registration, and attendee assistance.
• Support communication with vendors, sponsors, community partners, and event participants.
• Assist with event marketing efforts, including distributing promotional materials and providing information to the public.
• Help manage event supplies, equipment, and inventory.
• Provide on-site event support and troubleshoot issues as they arise to ensure successful event operations.
• Assist with post-event evaluations and reporting.

Administrative Responsibilities

• Respond to volunteer and event-related inquiries by phone, email, and in person.
• Prepare correspondence, reports, and other documents related to volunteer and event activities.
• Maintain accurate records and databases.
• Attend staff meetings and training sessions as required.
• Perform other related duties as assigned.

Work Schedule Requirements

• Must be available to work evenings, weekends, and occasional holidays based on program and event schedules.
• Hours will vary depending on seasonal event needs and volunteer activities.
• Attendance at assigned special events is required.

Minimum Qualifications

Any combination of education and experience equivalent to graduation from an accredited college or university with major coursework in event management, communications, hospitality, or related fields and some experience in event planning and management.

Once an offer of employment has been extended, candidates will undergo a thorough background investigation, including NC State Bureau of Investigation fingerprinting.

The link below provides a summary of the major benefits provided to new full-time, regular employees with the Town of Wake Forest. 2025-26 TOWF Benefit Summary (Download PDF reader) Details about benefits and costs for full-time employees is available under the Human Resources Department tab on the Town's website. The Town Provides:

• Medical Coverage
• Dental Coverage
• Optional Vision coverage
• Life Insurance
• Long-term and Short-term Disability Programs
• Flexible Spending Accounts (FSA)
• Health Savings Accounts
• Pension
• Deferred Compensation (457) Plan and 401(k)
• Social Security
• Credit Union
• Employee Assistance Program

Town of Wake Forest

301 S. Brooks St Wake Forest, North Carolina, 27587