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Join our team as a Special Events Coordinator (Seasonal Position)!

Posted April 1, 2024

BACKGROUND:
Beyond the fish and flowers, Pike Place Market is a village of farmers, artists, residents, and neighbors. With senior housing above the Market’s storefronts and a network of social services woven throughout the historic district, the Pike Place Market Foundation welcomes and supports a diverse community in the heart of downtown Seattle. 

Together, with the support of our staff, service partners, volunteers and donors, we are reaching our vision to nurture a healthy Pike Place Market community so that everyone within it can live their best life possible. 

Learn more about our mission: www.pikeplacemarketfoundation.org 

POSITION SUMMARY:
The Special Event Coordinator will assist in the achievement of the agency’s mission to nurture a thriving Market community by working in this highly collaborative role to plan and execute our largest fundraising event of the year, Sunset Supper at Pike Place Market on Friday, August 16th, 2024. At Sunset Supper, we bring together 115 of the region’s best restaurants, wineries, breweries and distilleries for THE Celebration of the Summer in Seattle! Up to 1,800 guests will enjoy local food, drinks and entertainment in the heart of Seattle’s historic Market. All food and beverages are included with ticket purchase and proceeds benefit the Pike Place Market Foundation. 

 Learn more about the event: www.SunsetSupper.org   

This position offers a unique opportunity for a hands-on role in event planning, fundraising, gift procurement, volunteer coordination, and project management to gain experience producing large, complex charitable events. 

Ideal candidates will also be able to support our Spring fundraiser on Thursday, May 16th, 2024 – Celebrate the Market!  This is a warm-hearted evening where we share stories of our impact and celebrate our thriving Market community while raising vital funds for our community.  This event includes an in-person cocktail hour, dinner, stage program, moment of giving and celebration.  Helping at the event, and/or assisting with preparation a few days leading up to the event will provide a glimpse into the world of how the Market Foundation events work and allow you to hit the ground running in June. 

DUTIES AND RESPONSIBILITIES: 

  • Support the Special Events Manager in all event-related duties (may involve: cleaning, organizing, designing, printing, packing, labeling, counting, laminating, decor, etc.) 
  • Inventory and supply management: take detailed inventory of supplies and assist in ordering/procuring supplies needed.  
  • Data entry: record information about guests, vendors, donors, and volunteers in donor database (training provided) 
  • Vendor management: assist in communication with vendors and organize materials for City of Seattle permitting, event placement logistics, and vendor input into our event app. 
  • Event logistics: assist in coordinating various site-related logistics and coordinating with Market Foundation staff and volunteers.  Act as specific site area lead on the day of Sunset Supper (area TBD) 
  • Volunteer management: train and manage office and event volunteers as needed. 
  • Attend event-related meetings and volunteer trainings (some evenings required) 
  • Raffle procurement and organization: Request in-kind donations from local businesses for Sunset Supper raffle items. Develop plan, track and organize donations for the event.  
  • Lead team of volunteers at the event, along with a specific event area including day-of setup, technology management, overseeing activity and troubleshooting. 
  • Learns various facets of event planning and management 
  • Additional opportunities for learning and experience building 

REQUIRED SKILLS: 

  • Willingness to roll up your sleeves and be hands-on to make an event run smoothly. 
  • Maintain a level-head and positive attitude during event-days in a crowded Market. 
  • Excellent administrative, oral and written communications; proofreading skills. 
  • Comfortable interacting with the public, in-person and on-phone. Able to ask people and businesses for donations with proactive follow-up (donations, participation, etc.) 
  • Ability to be proactive and work independently with a “can-do attitude”. 
  • Maintain the highest attention to detail and ethics. 
  • Professional and courteous demeanor with public, donors and co-workers. 
  • Computer skills including MS Office (Excel is a must!) 
  • Preference given to applicants who have demonstrated nonprofit experience or interest. 
  • Sunset Supper is a 21 and over event; as the coordinator is required to work at the event.  You must be over 21 years of age as of 8/16/2024. 

WORK ENVIRONMENT/PHYSICAL DEMANDS: 

We offer a flexible schedule and hybrid working environment. The selected candidate for this role will also be provided with an ORCA card.  

This position requires operation of a computer and other office equipment, as well as communicating in person and on the telephone. The ability to lift a minimum of 25 pounds is essential.  A reasonable level of physical labor is required for event as this role will be responsible for making deliveries to downtown restaurants, often on foot over cobblestones, pushing carts, walking up and down flights of stairs, and sometimes accessing tight storage spaces. 

TEMPORARY SEASONAL POSITION SCHEDULE: 

Days/hours to be arranged with Special Events Manager; schedule can be flexible 

May 14 –16 – special event introduction and assistance for Celebrate the Market! fundraiser on the evening of Thursday, May 16th, 2024 (optional, but encouraged if possible) 

June 1–30 – Part-time (~12 hours/week)  

 July 1–31 – Part-time (~20 hours/week)  

 August 1–23 – Semi-Full time (~30-40 hours/week as needed) – Sunset Supper is Friday, August 16th, 2024 

Event operations hours are usually 10am – 5pm.  Includes some evening hours.  Exact start/end dates can be discussed.   

COLLEGE CREDIT:  Candidates may also be enrolled in an academic program providing credits for performing this position (not required). Please refer to your school’s policies, requirements and process for credit eligibility. 

COMPENSATION:  This is a paid temporary position with $19.97/hour wage.  Coordinator will submit payroll timesheet recording hours.  Overtime eligible. 

REPORTS TO:  Special Events Manager 

CLOSING DATE:  Open until filled. 

HOW TO APPLY: Email your resume and a cover letter describing your interest in working with the Pike Place Market Foundation and your relevant experience to Special Events Manager Tiffany Hitt – tiffanyh@pikeplacemarketfoundation.org. No phone calls please, only applicants selected for interviews will be contacted.   

Thank you for your interest in working with the Pike Place Market Foundation! 

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