Job Description

EVENTS COORDINATOR
Employment Type: Full-time
Location: Administration Office (Pittsburgh, Pennsylvania)
Department: Advancement
Hours: 40 hours per week
Status: Non-Exempt/Hourly
Compensation: starting rate of $20.19
Reports to: Director of Donor Stewardship & Engagement

 

Why BGCWPA? 

BGCWPA is one of the largest, most comprehensive out-of-school-time providers in the region, annually serving over 10,500 youth from Allegheny, Beaver and Somerset counties in preschool, before/afterschool, summer camp, teen mentoring, workforce development, STEAM, and sports programs. An affiliate of a national organization-Boys & Girls Clubs of America that will give you the opportunity to : 

• Do Meaningful, mission-driven work
• Develop and grow for leadership opportunities
• To be a part of a supportive, inclusive workplace culture

BGCWPA is committed to building a culturally diverse community. We believe in the power of diversity and inclusion in alignment with our DNA Code. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply. 

CORE RESPONSIBILITIES

(i) Events 

• Plan, coordinate, and execute 8–10 major organizational events annually, including Thrive Fest, Empower Her, Daddy En Blanc, Fall Fest, Trunk or Treat, and others.
• Lead all phases of event planning from concept to post-event evaluation: confirm budgets with Advancement leadership, secure venues and vendors (catering, rentals, AV, décor), develop event themes, agendas, and goals, and coordinate logistics including signage, accessibility, staffing, and run-of-show.
• Build and update event platforms (e.g., GiveSmart), including landing pages, auction items, ticketing, sponsorship tiers, and communications, as well as pre-event and real-time attendee messaging.
• Work with the Marketing Coordinator to promote events via social media, email, and web, produce pre- and post-event content, and ensure sponsor recognition and brand consistency.
• Execute fundraising components such as silent and live auctions, Wall of Giving, Wine Pull, 50/50 raffle, and other activities.
• Maintain a master event calendar in alignment with organizational goals.
  
   

(ii) Volunteerism & Community Engagement

• Recruit, schedule, and coordinate individual and group volunteers for events and club-based activities.
• Serve as primary liaison for corporate and community volunteer groups (e.g., Crown Castle, USW, ProspHire).
• Track volunteer hours and engagement metrics for reporting and stewardship, and coordinate volunteer appreciation efforts and recognition events.
• Support donor-facing events including legislative receptions, grand openings, project unveilings, holiday drives, and special celebrations.
• Collaborate with the Advancement team to fulfill sponsor benefits, ensure donor acknowledgment, and support relationship-building through thoughtful event experiences and follow-up.

(iii) In-Kind Donations and Administrative Support

• Coordinate pickup, storage, and delivery of in-kind donations for events, volunteer initiatives, and club needs.
• Serve as the point of contact for in-kind donors, ensuring timely communication and acknowledgment.
• Maintain inventory of in-kind donations and documentation for donor records, acknowledgments, and reporting.
• Track event budgets, assist with reconciliation, maintain vendor and partner contact lists, and participate in team meetings and cross-functional planning.
  
   

QUALIFICATIONS

• Bachelor’s or Associate’s degree in event management, hospitality, nonprofit management, marketing, communications, or related field.
• At least 2 years experience in event planning, project management, or community engagement preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple projects with competing deadlines
• Strong written and verbal communication skills
• Comfort working independently and collaboratively
• Experience with CRM/event management platforms (e.g., GiveSmart, Salesforce) a plus
• Proficiency with Microsoft Office, Canva, or Google Suite tools
• This position is based at BGCWPA’s Administrative Office in Pittsburgh, PA, with regular site visits to Clubhouses and community events.
• Flexibility to work evenings/weekends as needed for events

Certifications and Clearances 

BGCPWA prioritizes the safety of the youth we serve. CPR, Pediatric First Aid, Child Abuse, Criminal History, FBI clearance, NSOR certificate, PA Disclosure, PA Staff Health Assessment, TB Test, and Mandated Reporter certification required upon hire or within 6 months.

We encourage applicants from diverse backgrounds and experiences to apply.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. Our organization prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

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