The Emerald Necklace Conservancy seeks a dynamic, self-motivated, organized and proactive Public Events and Partnerships Coordinator to provide coordination, logistics and administrative support for the Conservancy's year-round in-person and online public events, equity projects, cultural partnerships and other seasonal outreach initiatives for 2023 (listed below). Reporting to the Director of Development & External Relations, the Coordinator will work closely with the Events Manager and other internal colleagues and external vendors, consultants, program leads and other stakeholders to connect people to parks through diverse experiences that inspire community connection, access, inclusion and cultural diversity in our public urban green space.

This is a full-time, non-exempt position that is temporary to permanent, and requires a mix of in-person and remote work. Must be available to work occasional evenings and weekends.

RESPONSIBILITIES

1. Plan, organize and execute the logistics for external-facing virtual and in-person Conservancy public programs and events. Serve as a point of contact for vendors, presenters, program partners, stakeholders and attendees.
2. Establish and maintain systems and checklists for event planning, production, and post-event follow-up. Help create and manage event budgets.
3. Correspond with vendors to ensure on-time and accurate rendering of services and payment of invoices.
4. Send thank you and follow-up notes to vendors, partners and attendees to build strong relationships and repeat partnership and attendance.
5. Work with Development and External Relations staff to ensure all events and programs are promoted in a timely manner, and sponsors are appropriately included and acknowledged at programs and events.
6. Monitor event registration and create strategies to expand event attendance via intentional outreach and welcome initiatives. Ensure smooth registration and prompt follow-up communications to vendors, presenters, partners and attendees to build strong relationships and repeat partnership and attendance.
7. In collaboration with Volunteer and Field Maintenance Coordinator, recruit, train and manage event volunteers to help in event execution tasks including tabling, event set up and break down, vendor coordination, presenter and performance production, event attendee customer service, etc.
8. Track and report on program and event metrics, qualitative feedback and key learnings to improve future programming decisions.
9. Research, identify and secure potential vendors, program partners and event supplies. Attend event site planning meetings.
10. Research and solicit in-kind donations for products and services, silent auctions, raffles, etc.
11. Process event registrations and manage guest lists through the Conservancy's database, Raiser's Edge.
12. Facilitate event-related meetings with scheduling, agendas, note-taking and follow-up.

Experience:

• 2+ years of event or event and/or program coordination experience required.
• Bachelor's degree or equivalent work experience required.

• Experience working with fast-paced, mission-driven organizations is encouraged.

Knowledge, Skills and Abilities

• Knowledge of equity, access, inclusion and diversity dynamics, with an interest in learning more about spatial justice issues.
• Knowledge and fluency with Microsoft Office Suite of products (Word, Excel, PowerPoint, Outlook).
• Knowledge and experience in event production, including permitting, AV set-up, program volunteer training, and inclusive collaboration with colleagues across cultures, languages, ages and disciplines strongly preferred.

• Strong skills in project management with an excellent ability to manage timelines and priorities with the ability to accurately and thoroughly follow through and manage multiple and complex projects and meet deadlines.
• Verbal and written communication skills, with the ability to proofread and attend to details.
• Math and budgeting skills to estimate costs and maintain a budget.
• Ability to demonstrate diplomacy and tact when interacting with a wide range of internal and external stakeholders and public audiences.
• Ability to work independently and in partnership with others to accomplish tasks while maintaining a positive and demeanor and professional presence.
• Ability to work proactively, take initiative, and remain calm under pressure.
• Ability to carefully manage confidential information including credit cards and vendor details.

Physical Requirements:

• Must be able to lift up to 40 pounds and handle event equipment setup and breakdown.
• Must be comfortable being outdoors for sustained periods and working outdoors in all weather conditions.
• Availability to work a flexible schedule and attend partner meetings or events on evenings and weekends.
• Must provide proof of full vaccination against COVID-19 prior to the start of employment.
• Must have a valid driver's license and access to a vehicle that can be used to transport event equipment and supplies.

The Emerald Necklace Conservancy is a non-profit stewardship organization founded in 1998. The mission of the Emerald Necklace Conservancy is to restore and improve the Emerald Necklace for all. The Conservancy connects people and parks and conserves the Emerald Necklace through projects and programs that enrich the visitor experience and restore and renew the landscape, waterways, and parkways. To steward the Emerald Necklace's 1,100 acres of parkland extending from Boston's Back Bay through Brookline and Jamaica Plain to Franklin Park in Dorchester, the Conservancy collaborates with its partners on advocacy, maintenance and restoration, education and access and promoting park stewardship through volunteer and youth programs. Discover more about our work and programs at www.emeraldnecklace.org.

The Emerald Necklace Conservancy is an Equal Opportunity Employer, and no person shall be discriminated against on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender identity or expression, marital status, age, Veteran status, physical/mental disability, or any other characteristic protected by federal, state or local laws. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

Appendix A: 2023-24 Public Events Schedule

Appendix A: Emerald Necklace Conservancy 2023-24 Events Schedule:

Annual Meeting (virtual): April 27, 2023

• An annual gathering of Conservancy stakeholders including staff, Board of Directors, Park Advisors, community partners and park users, the Annual Meeting includes an annual review of Conservancy programs and outcomes as well as a special spotlight on a key area of work.
• The Coordinator will prepare all aspects of event production under the supervision of the Director of Development & External Relations.

Fest Series: June-August 2023

• Summer 2023 programming will include a partnership-based "fest series" along Emerald Necklace parks, in which the Conservancy will partner with other organizations to expand parks equity through cultural partnerships with organizers or events including:
  • June 10: Fenway Porchfest in the Back Bay Fens
  • June 23-24: BAMS Fest in Franklin Park
  • July 29: Parkfest with Brookline Community Foundation in Olmsted Park
  • August 19: JP Porchfest at Jamaica Pond
• Summer programming will also include guided walking tours, mindfulness and wellness programs, and more.
• The Coordinator will prepare all aspects of event production (including staffing, planning, production, payments, promotion and follow-up) under the supervision of the Director of Development & External Relations, and organize Fest Cohort meetings in coordination with the Senior Advisor of Cultural Partnerships & Parks Equity,

Fundraising Events: April-December, 2023

• The Conservancy hosts several donor events - cultivation, fundraising and stewardship - that help the organization raise funds to support our programs and operations. The Coordinator will provide administrative, planning, production, and post-event support to the Conservancy's Events Manager for a series of development events.
• Upcoming event dates include Party in the Park (May 17, 2023), Institutional Partners Breakfast (June 7, 2023), Donor reception at a private home (June 2023), Party in the Park Debrief event (June 2023), Party in the Park 2024 Kick-Off Event (Fall 2024).

Other Public Events, April-December 2023

• Additional support for public events will include programs such as the Conservancy's Muddy River Clean Up (April), Park Partners Picnic (Fall 2023), Winter Clothing Drive (Winter 2023), Lights in the Necklace (Winter 2024), and more.

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