Events Coordinator

About Asphalt Green 

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all. 

Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity. Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence. 

Asphalt Green believes that access to movement, sport, and wellness can change lives. Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field. 

About the Role 

Asphalt Green is seeking an Events Coordinator to support the planning and execution of public-facing events, community activations, organizational gatherings, and stakeholder engagement opportunities across our locations. This role is a key operational partner to the Events Manager and helps bring Asphalt Green’s events to life through strong coordination, attention to detail, and excellent onsite execution. 

The Events Coordinator works closely with teams across Marketing, External Engagement, Programs, Operations, Customer Experience, and Development to help ensure events are organized, welcoming, safe, and aligned with Asphalt Green’s mission and brand standards. 

Why This Role Matters 

Events are an important way Asphalt Green builds community, strengthens relationships, increases visibility, and advances our mission. From signature public events to donor gatherings, community outreach activities, sponsorship activations, and organizational celebrations, each event is an opportunity to create a meaningful experience for participants, partners, families, and stakeholders. 

The Events Coordinator helps ensure those experiences run smoothly. By supporting planning, logistics, vendor coordination, registration, onsite execution, and follow-up, this role helps Asphalt Green deliver events that are professional, engaging, inclusive, and reflective of our commitment to community impact. 

What You’ll Do 

Support Event Planning & Logistics

• Assist with the planning and execution of community events, public activations, organizational gatherings, and stakeholder engagement opportunities across Asphalt Green locations. 

• Help develop and maintain event timelines, project plans, run-of-show documents, staffing plans, checklists, and logistical schedules. 

• Coordinate event materials, supplies, equipment, signage, setup requirements, room or site layouts, and event-day operational needs. 

• Maintain event calendars, planning documents, shared trackers, and other tools that support timely and organized event execution. 

Coordinate Vendors, Partners, and Event Details

• Coordinate routine communications with vendors, contractors, entertainers, suppliers, community partners, and internal stakeholders. 

• Assist with collecting quotes, tracking invoices, monitoring event-related expenses, and maintaining documentation for event contracts, certificates of insurance, and other required records. 

• Ensure vendors and partners receive accurate schedules, arrival instructions, logistical details, and onsite expectations. 

• Escalate vendor, contract, budget, or service issues to the Events Manager or appropriate internal partner. 

Support Registration & Participant Experience

• Support event registration systems, attendee lists, guest communications, and participant management processes. 

• Coordinate pre-event information for participants, guests, volunteers, partners, and stakeholders. 

• Assist with guest check-in, wayfinding, attendee questions, and event-day service needs. 

• Help create a welcoming, inclusive, and organized experience for all participants and guests. 

Assist with Onsite Event Execution

• Support event setup, execution, and breakdown, including coordination with staff, volunteers, vendors, and operational support teams. 

• Assist in troubleshooting routine logistical challenges and responding to event-day needs in real time. 

• Monitor assigned areas to help ensure events are executed safely, efficiently, and in accordance with organizational standards. 

• Serve as an onsite representative of Asphalt Green during events and activations, modeling professionalism, responsiveness, and a service-oriented approach. 

Collaborate Across Teams

• Work with Programs, Operations, Customer Experience, Development, Marketing, and External Engagement teams to support event objectives. 

• Assist with cultivation events, donor events, community outreach activities, sponsorship or partnership activations, and organizational celebrations as assigned. 

• Help ensure event execution aligns with Asphalt Green priorities, brand standards, accessibility expectations, and community engagement goals. 

Support Administration & Reporting

• Maintain event planning documents, vendor records, project trackers, and shared files. 

• Assist with post-event evaluations, attendance tracking, survey follow-up, and basic reporting. 

• Support budget tracking, expense documentation, and reconciliation processes. 

• Identify opportunities to improve event operations, workflows, participant experience, and internal coordination. 

Who You’ll Work With 

The Events Coordinator reports to the Events Manager and works closely with colleagues across Marketing, 

External Engagement, Programs, Operations, Customer Experience, and Development. This role regularly 

partners with internal teams, vendors, contractors, volunteers, community partners, sponsors, donors, and 

other stakeholders to support the successful planning and execution of Asphalt Green events. 

The Events Coordinator also serves as an onsite point of support during events, helping coordinate staff, 

volunteers, vendors, and guests to ensure a smooth, welcoming, and well-organized experience.

Required Qualifications 

• 1-3 years of experience in events, hospitality, operations, recreation, community engagement, nonprofit programming, or a related field. 

• Strong organizational skills and the ability to manage multiple deadlines, details, and moving parts. 

• Excellent written and verbal communication skills. 

• A professional, collaborative, and service-oriented approach. 

• Strong attention to detail and follow-through. 

• Ability to work effectively with internal teams, external vendors, partners, volunteers, and guests. 

• Comfort using event registration systems, shared calendars, spreadsheets, project trackers, and common office technology. 

• Sound judgment in escalating issues, following established procedures, and supporting safe event operations. 

• Availability to work evenings, weekends, and special events as needed 

Preferred Qualifications 

• Experience supporting public-facing events, community programs, large-scale activations, or mission-driven events. 

• Experience coordinating vendors, volunteers, event materials, participant communications, or onsite logistics. 

• Experience in nonprofit, recreation, sports, fitness, hospitality, education, or community-based organizations. 

• Familiarity with event planning software, registration platforms, project management tools, and basic budget tracking. 

• Experience working in customer-facing environments requiring a strong service orientation