ProKids is seeking a creative, detail-oriented, people-centered Event Coordinator to join ProKids’ Communication & Gathering Team. In this role, you’ll help us bring our mission to life — one event at a time.
This role plans and executes events that inspire and engage, from volunteer gatherings to donor experiences to meaningful internal celebrations. You’ll work closely with vendors, partners, and teammates to ensure every event runs smoothly and feels intentional, never just “checked off the list.” Your flair for logistics, love of storytelling, and calm-under-pressure attitude will help set the tone for who we are: thoughtful, mission-driven, and connected to our community.
If you love bringing people together with purpose — and know how to turn a to-do list into an unforgettable moment — we’d love to meet you!

POSITION SUMMARY

The Event Coordinator is a key member of the Communication & Gathering Team, responsible for envisioning, planning, and executing events that reflect our mission and deepen engagement with both internal and external audiences. Whether it’s a volunteer celebration, donor orientation, or community gathering, this role ensures that every event is purposeful, seamless, and full of energy.
From concept to cleanup, you’ll lead the charge — negotiating contracts, managing vendor relationships, and crafting meaningful experiences that reflect our values and elevate our impact. Your creativity and ability to shine under pressure will set the tone for memorable moments and lasting connections.

JOB REQUIREMENTS

· A high school degree or equivalent
· 2 – 4 years of experience in event planning, nonprofit engagement, fundraising, or related fields.
· Proficient with Microsoft 365 office software; preference given to candidates with a knowledge of Raiser’s Edge and/or Adobe software.
· Good communication and time management skills, organized, efficient and able to multi-task
· Must have reliable transportation to and from work and events with ability to transport event supplies, equipment, décor and/or related materials

PHYSICAL REQUIREMENTS

· Keyboarding
· Ability to sit and stand for long periods of time
· Ability to lift, carry, push or pull up to 40 pounds
· Ability to reach overhead or below shoulders
· Ability to move tables and chairs
ProKids is proud to be an Equal Opportunity Employer that values and treasures Diversity, Equity, and Inclusion. We are committed to creating an environment of dignity and respect for all our employees and families served.
Job Type: Full-time
Pay: From $36,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Cincinnati, OH 4520

YOU’LL THRIVE IN THIS ROLE IF YOU:

• Love making things happen — and making them beautiful, thoughtful, and meaningful, too.
• Have strong organizational and problem-solving skills (you’re a planner who thinks ahead and pivots with grace).
• Enjoy collaborating with teammates and building strong relationships with vendors, partners, and community members.
• Communicate clearly and kindly — whether by email, phone, or in person.
• Stay calm when things get busy and think creatively when things don’t go as planned.
• Have a solid understanding of event operations and budgeting.
• Bring energy, flexibility, and warmth to your work — along with a good sense of humor and a genuine belief in the power of connection.
  Location: Cincinnati, OH (hybrid, 3+ days per week in-office)
  Hours: 8:30 a.m. – 4:30 p.m.
  Experience: 2 – 4 years of experience in event planning, nonprofit engagement, fundraising, or a related field.
  Join a team that values kindness, collaboration, and making a difference. Apply today and help us build a brighter future for our community’s most vulnerable children.

SPECIFIC DUTIES AND RESPONSIBILITIES

1. Planning, facilitation, and execution of ProKids’ volunteer and donor cultivation events:
   a. Plan the event from start to finish according to requirements and the target audience. and event objectives
   b. Makes suggestions to enhance the event
   c. Prepares budgets and ensures adherence
   d. Sources and negotiates with vendors; reads and prepares contracts for signing
   e. Leads any promotional activities
   f. Supervises vendors and coordinates ProKids staff during the event
   g. Approve all aspects of the event to ensure the event is completed smoothly; resolve any problems that may occur
   h. Supervise event analysis and prepare reports
2. Act as ProKids’ primary liaison for all on-site events hosted by external or system partners:
   a. Approve room reservations and coordinate needs and requests with the partner liaison and other ProKids teams as necessary
   b. Ensure any necessary documentation is approved and signed
   c. Ensure day-of preparations and serves as the on-site point of contact
3. Designs, edits, and produces all ProKids office, program, and marketing materials.
4. Work to maintain relationships with donors and partners related to ProKids’ CASA Resource Shop:
   a. Work with the Community Development team to solicit gift cards, gifts, and school supplies, and organize the CASA Resource Shop. Updates the gift card tracking form with new donations.
   b. Coordinates and executes the Backpack Event and Holiday Shop. Updates tracking form for gift cards and organizes shop.
5. Act as ProKids’ primary liaison with off-site events, assisting other teams as requested.
6. Serve as team liaison to the Master Calendar committee to maximize participation in events and usage of ProKids’ space.
7. Act as back-up to the office assistant as needed during times of heavy foot traffic or as coverage during times of illness and/or vacation.

GENERAL PROKIDS DUTIES AND RESPONSIBILITIES

1. Assists with the setting and evaluation of all agency goals and objectives with primary focus on the Operational Team impact of each goal or objective.
2. Acquires and maintains a working knowledge of other team’s programs and practices to encourage good communication and collaboration.
3. Benchmarks with other CASA programs and organizations for best and leading practices.
4. Ensures the effective representation of ProKids to external organizations and individuals.
5. Communicates the need for volunteers and provides assistance in designing and implementing volunteer training. Supervises, manages, supports, evaluates, and communicates on-going status of volunteers.
6. Performs duties in accordance with ProKids objectives, values and in compliance with relevant standards and agency commitments.
7. Attends all staff meetings and establishes good teamwork with co-workers.
8. Ensures common office spaces are ready for the next person, maintained, and stocked with essential supplies. Notifies Business Operations of maintenance and supply needs.
9. Ensures commitment to and the practice of diversity, equity, and inclusion principles embraced by ProKids.
10. Other duties as assigned by supervisor.