Special Events Coordinator

Job Description

Job Description

Description:

Do you love creating memorable experiences and bringing people together? We’re looking for an energetic and detail-oriented Special Events Coordinator to plan and host birthday parties, camps, and community events that leave kids and families smiling long after the celebration ends. If you thrive in a lively, family-focused environment and enjoy juggling creativity with organization, this is the role for you!

The Special Events Coordinator plays a pivotal role in creating memorable and engaging events that foster community connections and promote Dominique Dawes Academy. This role manages all aspects of event planning, customer engagement, coordination with internal teams, and execution, ensuring high-quality, family-focused experiences. Events include birthday parties, camps, homeschool sessions, playgroups, and community gatherings. The Special Events Coordinator is energetic, detail-oriented, and passionate about building strong client relationships through exciting, well-run events.

Key Responsibilities

• Plan and execute a variety of events, including birthday parties, day camps, homeschool events, and community programs.
• Serve as the primary point of contact for event inquiries, guiding clients through the entire booking and event experience.
• Manage the event sales cycle, including responding to leads, scheduling consultations, and confirming reservations.
• Collaborate with coaching staff, front desk team, and vendors to ensure seamless coordination and execution of events.
• Prepare and manage event budgets to ensure financial goals and cost control.
• Maintain accurate event documentation, including schedules, materials, and special client instructions.
• Ensure setup, cleanliness, and event atmosphere meet company standards for quality and safety.
• Partner with the marketing team to promote events, camps, and special programs via digital platforms and in-gym materials.
• Collect and analyze post-event feedback to improve future programming and customer satisfaction.
• Uphold safety protocols and ensure all event activities adhere to academy policies and legal regulations.
• Represent the Dominique Dawes brand with enthusiasm, professionalism, and excellent customer service.
• Perform other duties as assigned.

Core Competencies

• Strong planning and project management skills
• Excellent communication and interpersonal abilities
• Creative thinking with a customer-first mindset
• Energetic, outgoing, and confident in leading children and interacting with families
• Detail-oriented with the ability to juggle multiple events simultaneously
• Ability to work independently and collaboratively in a fast-paced environment
• Comfortable with basic budgeting and expense tracking
• Proficient in Microsoft Office, Google Suite, and scheduling/event tools

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Proven experience in event planning or coordination (sports, recreation, hospitality, or child-focused industries a plus)
• Availability on weekends and evenings, as required for events
• CPR and First Aid certification (or willingness to obtain) preferred

Work Schedule & Environment

• Flexibility required; includes weekends, evenings, and school holidays for events and camps
• Indoor environment at a gymnastics and ninja facility, with frequent interaction with children, families, and staff

Physical Requirements

• Prolonged periods of sitting, standing, and walking.
• Frequent use of hands and fingers to handle or operate office equipment, such as keyboards, phone, and printers.
• Ability to occasionally stand, bend, reach, and lift office supplies or materials up to 30 lbs.
• Regularly required to communicate clearly and effectively via phone, email, and in person.

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.