Association for Environmental & Outdoor education

Our mission is to advance the impact of environmental and outdoor education in California

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Director of Events and Administration

  • December 02, 2021 2:13 PM
    Message # 12161069

    Job Description Events Management 65% Plan, organize, and manage all Vida Verde events (internal and external) to success using the organization’s established systems and practices, a high level of project management skills and professionalism, along with creativity and a detail-oriented approach. Events include, but are not limited to: The annual Benefit & Celebration, Donor Circle Farm Dinner, Colorado College volunteer day, Annual Planning Committee Retreat, Summer Donor & Volunteer Appreciation Party, End of the School Year Staff Party, Staff Teambuilding Retreat, Capital Campaign & Project Events and approximately 5 other volunteer days throughout the year. Responsibilities ● Set goals/outcomes for each event ● Analyze the success of the event at achieving its goals and make updated notes and systems for future similar events ● Using project management software (, plan events from start to finish, often managing an event planning team ● Source supplies and negotiate with vendors (rentals, caterers, musicians, flowers, etc.), build relationships ● Adhere to event budget ● Hire & supervise personnel for events (staff, bands, caterers, etc.) ● Lead promotional activities for the events (email marketing, etc.), and communication with all involved ● Ensure event runs smoothly and quickly resolve problems that might occur ● Assist in helping participants prepare/practice presentations. Collect, store and provide talking points from previous year's event ● Collaborate with other team members ● Lead set up and take down of events ● Brainstorm creative ideas for new events and ways to engage the Vida Verde donors/community ● Work with facilities team to ensure site(s) are ready for events ● Manage any event follow up (sending thank yous, sharing photos.

     Scheduling & Calendaring 30% This has 2 fundamental parts: 1. Ensure that the calendar of classes attending Vida Verde is full and organized each year, and that all teachers and students are well prepared for their trip. 2. Ensure that all internal events/happenings are scheduled clearly for all team members. Responsibilities: ● Scheduling & calendar management of all: holidays, work events, meetings of more than 2 people. ● Program Scheduling: Manage all class scheduling in the spring of each year for the following school year. This includes close correspondence with teachers and school leaders, ongoing follow up, and coordinating a complex calendar to ensure 31 class visits each school year ● Maintain school/teacher contacts spreadsheet ● Wait List: Manage the waitlist to fill any openings that occur ● Teacher Support: Be the first contact with teachers in preparation for their trips regarding scheduling and basic questions about the camp experience. Direct teachers to the Head of Program (or their designee) when needed. ● Provide teachers schools with informational planning materials in advance of their trip. ● Help make sure schools are on track to come on their V.V. trips: chaperones and transportation are booked, district permissions are obtained, etc. ● Parent/Guardian Presentations: Coordinate presentations for students and their guardians with teachers and our program staff. Make the presentations as needed in person or virtually ● Printed Materials: Prepare printed materials for each class trip ● Follow up post trip to ensure evals and student letters are received in a timely manner.

    Volunteer Coordination 5% ● Be the first point of contact for all volunteer inquiries, whether from individuals, small groups, or corporations ● Collaborate with the Facilities Team Manager, schedule annual and weekly volunteer visits and help organize projects, set up, clean up and food needs *As opportunities arise other responsibilities may be included by mutual agreement. 

    Desired Qualifications (not all are required) ● Alignment with Vida Verde’s Mission and values (see bottom of this doc) ● Positive, direct, clear communicator and active listener ● Events management know-how and success (or extreme chutzpah!) ● Positive human relationship builder ● Project management experience (launching, assigning tasks, tracking, communication/reporting, assuring success/timely completion, hitting all main goals) ● Success managing multiple priorities ● Can do, “make it happen” outlook ● Experience in/with schools ● Multilingual ● Experience in/with (or from the) communities that Vida Verde serves ● Ability to be decisive under pressure and in alignment with the organization’s goals and desired outcomes ● Ability & interest in participating actively with a committed team ● Enjoys organizing and being responsible

    Compensation: Annual salary $60-$70k dependent on experience. Retirement benefits offered Coverage offered with the organization’s medical, dental, and vision insurance plans. (Vida Verde contributes $200 monthly to the plan of your choosing from several available.) Paid sick leave and paid time off. Use of sites’ facilities: hot tub, trail, kayaks, creek, farm food, etc. Pro Deals (deep discounts on products from: Smartwool, Patagonia, Prana, and others.) Site: Vida Verde’s farm and office main site are located in San Gregorio, CA 94074. It is a 25-acre property, 1 hour from San Francisco, 45 minutes from Santa Cruz, and 5 minutes from the coast. The nearest town is Half Moon Bay, which is 15 miles away. Remote work up to 2 days/week is a possibility. Work on site at least 3 days/week is required. Application Procedure: Send Letter of Interest, Resume, 3 References and any other materials you wish by EMAIL ONLY to: Shawn Sears at, Laura Sears at, and Paula Alves at Org website: Position Open until filled 


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