Events Coordinator

Role Type

Volunteer Position

Overview

The Events Coordinator manages end-to-end logistics for all MKMC events, transforming program concepts into flawlessly executed experiences. This role owns event planning, volunteer coordination, setup and teardown management, vendor relationships, and real-time troubleshooting to ensure every gathering—from weekly programs to major annual events—runs smoothly and professionally. You work across all departments ensuring operational excellence in event delivery.

Key Responsibilities

  • Coordinate comprehensive event logistics including venue preparation, equipment setup, catering, signage, and technology needs

  • Build and manage event-specific volunteer teams for setup, registration, hospitality, and breakdown

  • Develop event checklists and timelines ensuring all logistical elements execute on schedule

  • Manage vendor relationships for catering, rentals, printing, and other event-related services

  • Oversee event-day operations including real-time problem-solving and volunteer direction

  • Maintain event equipment inventory and storage systems for reusable materials

  • Conduct post-event debriefs gathering feedback and documenting lessons learned for continuous improvement

Expectations & Commitment

  • Time Commitment: 15–20 hours per month (varies significantly with event calendar intensity)

  • Reporting: Direct report to Operations Director with coordination across all department leads

  • Event Presence: Physical presence at all major events for operational oversight and problem-solving

  • Planning Horizon: Work 4–6 weeks ahead on upcoming events while executing current week's programs

  • Professional Development: Participate in quarterly volunteer training sessions

Success Metrics

  • Execute 100% of planned events without major logistical failures or significant delays

  • Achieve 95% volunteer show-rate for event staffing commitments

  • Complete setup for all events 30+ minutes before scheduled start time

  • Maintain event budget compliance with zero unauthorized overruns

  • Achieve 90%+ satisfaction rating on post-event feedback regarding logistics and experience quality

First 90-Day Priorities

  • Shadow all major MKMC events documenting current processes, gaps, and improvement opportunities

  • Create comprehensive event playbook including checklists, timelines, and vendor contacts for common event types

  • Build volunteer pool specifically for event support with clear role definitions and training

  • Establish vendor relationships and preferred pricing for frequently needed services

  • Implement event planning timeline system ensuring adequate preparation for all programs

  • Develop event equipment inventory and storage organization system

Systems & Tools

  • Project management platform for event planning and task tracking (Asana, Trello, ClickUp)

  • Google Sheets for volunteer assignments, equipment inventory, and budget tracking

  • Shared calendar for event scheduling and volunteer coordination

  • WhatsApp groups for real-time event-day communication

  • Vendor contact database and contract templates

Ideal Candidate Profile

  • Proven event planning and execution experience with track record of successful events

  • Exceptional organizational skills managing multiple detailed timelines and checklists simultaneously

  • Leadership abilities to direct volunteers and vendors effectively under time pressure

  • Calm, solution-oriented approach to unexpected problems and last-minute changes

  • Strong communication across diverse stakeholders: volunteers, vendors, department leads, participants

  • Physical stamina for event setup and breakdown requiring moderate labor

  • Flexibility for evening and weekend availability when most MKMC events occur

Why Join MKMC

This role transforms MKMC programs from good ideas into memorable experiences that attract and retain community participation. The seamless execution you deliver allows participants to focus on learning, worship, and connection rather than logistical distractions. Your operational excellence creates the professional standard that earns community trust while enabling countless acts of worship, education, and brotherhood/sisterhood that generate ongoing reward.

How to Apply

To apply, please email apply@masjidkhadijah.ca with your name, background, and the position you are applying for.