Event & Program Coordinator

Event & Program Coordinator
 
Organization: Rochester Downtown Alliance (RDA)
Location: Rochester, MN
Job Type: Full-Time, In-Person

• Full-Time, In-Person Role
• Standard hours: Monday – Friday, 9 a.m. – 5 p.m.
• Must be flexible to work evenings and weekends as needed, especially during peak event seasons.
• Collaborative team environment within a small, mission-driven nonprofit.

• Lead the strategic planning and implementation of all RDA-produced events and programs.
• Develop and manage event budgets with attention to financial sustainability and organizational goals.
• Coordinate with City of Rochester departments to ensure compliance with licensing, permitting, and regulations.
• Secure contracts and manage third-party services (e.g., security, rentals, entertainment, sanitation, power, road closures).
• Oversee all aspects of vendor management: applications, selection, logistics, communication, and compliance.
• Create and manage event maps, production schedules, and staffing plans.
• Collaborate with Marketing & Content staff to ensure sponsor and partner deliverables are fulfilled.
• Track and analyze event performance metrics; compile post-event reports with actionable insights.
• Maintain and update event-related documentation, including crisis plans, inventory, permits, and communication logs.
• Administer and support the Start-Up Event Grant Program, serving as a consultant to community event organizers.
• Manage community events calendar, general event inquiries, and organizational event communications.
• Provide occasional administrative support for monthly Board of Directors meetings.

• 2–3 years of event management experience (outdoor festivals and public events preferred).
• High school diploma required; some college coursework in event management, hospitality, nonprofit management, or related fields preferred.
• Familiarity with event budgeting, planning, and logistics.
• Experience with vendor relations and city/civic permitting is a plus.

• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Creative thinking and problem-solving under pressure.
• High level of initiative and self-motivation.
• Ability to collaborate within a small team and independently manage projects.
• Adaptability and critical decision-making in dynamic event environments.
• Strong time management and attention to detail.

• Ability to lift and carry up to 50 lbs.
• Comfortable standing for extended periods during events.
• Willingness to work in all weather conditions for outdoor events.
• Ability to navigate physically demanding event environments (setup, teardown, etc.).

• Competitive salary commensurate with experience.
• Paid time off (PTO) and holidays.
• Health and wellness benefits.
• Opportunities for professional development.
• A chance to make a real impact in the community through creative public experiences.