Events Coordinator

East Coast Based

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🌳 About the Organization

Adventure Scientists is a nonprofit organization on a mission to protect the planet by pairing scientists with individuals uniquely capable of gathering difficult-to-obtain data. Our team collaborates with scientists worldwide to solve pressing environmental challenges, from biodiversity to climate change. Every role here offers a chance to make an impact on a global scale!

🙋‍♀️ About the Role

Ready to make a difference in the Eastern Hemlock forests and engage with communities across the East Coast? As the Events Coordinator for the Tracking Eastern Hemlock Project, you’ll play a critical role in saving a keystone species!

Eastern hemlocks face a serious threat from the woolly adelgid, and we’re on a mission to find resilient trees with potential genetic resistance to this insect. You’ll be a driving force, organizing events that recruit, train, and inspire volunteers in six states in the Eastern United States. It’s a contractor part-time position. You’ll be working closely with the Senior Manager of Volunteer Recruitment and Community Engagement, planning events that bring people together, raise awareness, and make an impact. This role is perfect for someone who’s a natural connector, super organized, and loves traveling!

đź’Ľ Responsibilities

Event Planning & Execution

  • Field Days and Community Gatherings: Plan and host a total of 2 Field Days (hands-on volunteer training sessions) and 4 Community Gatherings (public events) between mid-January and mid-March across different states: Kentucky, Virginia, West Virginia, North Carolina, and Tennessee. The final event locations will be decided collaboratively with the internal team once the project starts.
    • Comprehensive Research: Find relevant conservation events, identify partner organizations, and source leads (including from your network)
    • Field Days: Provide onsite training, guide adventurers to collect data and celebrate volunteer achievements.
    • Community Gatherings: Host outreach events like talks at public libraries, booths at outdoor festivals, or wilderness summits.
  • Venue Scouting & Logistics: Secure cost-effective, accessible venues for 10-40 attendees and oversee all logistics, from setup to breakdown.
  • Materials Management: Organize and procure event materials such as audio-visual equipment, catering, and decorations.
  • Communication: Create event invites, RSVP lists, and “Know Before You Go” emails to ensure a smooth attendee experience.
  • Swag & Prizes: Handle swag items, giveaways, and participant prizes—making each event memorable and fun!

Volunteer Recruitment & Engagement

  • Outreach & Recruitment: Work with our community and beyond to attract volunteers who care about conservation and the Eastern Hemlock ecosystem.
  • Onsite Training & Engagement: Lead information sessions about the project and ensure that each participant feels valued, informed, and inspired.

You won’t be working alone, our team will support your recruitment efforts, help spread the word to volunteers and partners, and provide you with resources to make each event successful.

🎯 Skills & Requirements

  • 5+ years of experience in events management from planning to post-execution, running events for non-profit causes or social impact
  • 2+ years of engaging audiences (volunteers preferably) in nature conservation
  • Availability to travel by car (potentially every week for the duration of the contract) and a personal vehicle with a valid driver’s license
  • Autonomy and an ability to work with minimum guidance
  • Sense of personal responsibility for the safety and enjoyment of volunteers, yourself, and everyone on site
  • Excellent written and oral communication skills
  • Content creation skills, taking photos and videos of the events
  • A genuine connection to our mission and drive to see the Tracking Eastern Hemlock Project succeed!

đź’Ş Extra Awesome Qualities

(preferred but not required)

  • Previous experience in customer service or clients-oriented positions
  • Previous experience with Salesforce, Asana and Google Suite
  • Previous volunteering experience for Adventure Scientists is a big plus

🌎 Location

Eastern United States (preferably Virginia, but not required). On-site with field travel across 6 states: Kentucky, New York, Virginia, West Virginia, North Carolina, and Tennessee.

✏️ Contract Duration

December 2024 – March 2025 (4 months)

đź’Ž Compensation

The compensation for this role is milestone-based, totaling $4,800 for six events occurring from December 2024 to March 2025, with most events scheduled between mid-January and mid-March. Additionally, a travel stipend will be provided to cover transportation expenses. Further details about compensation will be shared during the interview process.

🗓️ Hiring Process

At Adventure Scientists, we believe in a transparent, enjoyable, and thorough hiring experience that ensures mutual alignment.

  1. Initial Conversation: Your first call will be with our Hiring Coordinator to discuss your experience and fit with our mission.
  2. Meet the Team: The second step includes a conversation with the Hiring Manager, allowing you to learn more about the role and the team you may join.
  3. Collaborative Project: Simultaneously, we’ll invite you to work on a short project that reflects the type of work you’ll do, offering insights into our team-oriented approach.

Throughout the process, we’ll keep you updated so you’ll always know what to expect. Typically, the entire hiring process spans two to six weeks.

Adventure Scientists is proud to be an equal-opportunity employer. We believe that diversity, equity, and inclusion are essential to achieving our mission. We welcome applicants from all backgrounds, experiences, and perspectives, and we’re committed to providing a fair and supportive hiring process for everyone. We consider all qualified applicants regardless of race, color, religion, formal education, gender identity, sexual orientation, national origin, disability, or any other status. If you have any questions about the application process, please don’t hesitate to let us know—we’re here to help!

🎓 How to Apply

If you’re excited to bring communities together, lead with purpose, and protect one of our most vital forest ecosystems, we’d love to hear from you! Please submit your application, including a link to your LinkedIn (or portfolio if you have one), showcasing any previous event coordination or volunteer engagement work.

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U.S. Equal Employment Opportunity Information (Completion is Voluntary)

Individuals seeking employment at Adventure Scientists are considered without regard to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, physical or mental disability, or veteran status. You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity record keeping, reporting, and other legal requirements.

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As set forth in Adventure Scientists Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

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