Events and Program Operations Coordinator
All For One One For All (AOOA) is a 14 acre non-profit regenerative silvopasture farm, farm stand, and education center in New York’s Mid-Hudson Valley. The name of the farm is inspired by the famous proclamation in Alexandre Dumas’ Three Musketeers, which captures the heart of the project: to stand up for what is right and enrich our local communities, together. AOOA's mission is to promote responsible agricultural and culinary practices as transformative tools for personal well-being, community prosperity, and global sustainability.
Job Description and Compensation
The Programs and Operations Coordinator is responsible for developing and booking AOOA’s public programs and events and assisting with general operations to ensure the successful execution of these activities. AOOA hosts approximately 65 workshops, tours and events per year.
AOOA is seeking a dedicated and dynamic Operations/Programs Coordinator to join our team. The Programs and Operations Coordinator will play a pivotal role in the day-to-day operations of our farm, as well as the planning and execution of events and workshops aimed at promoting our mission. This position requires a highly-organized self-starter, with a strong attention to detail who is able to understand our culture, develop programming around it and execute it. The ideal candidate is a resourceful and a clear communicator who can handle multiple projects concurrently. Flexibility to adjust schedules based on the timing of events and operational needs. Weekend availability is a must from April to September; candidates must work at minimum one of every two weekend days every week to facilitate workshops and events, as needed.
Compensation and Benefits
This position reports to the Project Director and works closely with the Development Director and Board director. Salary commensurate with experience starting at $25 an hour. This job is part time to start (approximately 25-30 hours a week) but can easily become a full time job with the right person. The full time job would include full benefits 401k; health insurance; generous PTO & paid vacation days and more sick days than NYS standards.
Other benefits include:
Opportunities for professional development and growth within the organization
Meaningful work that contributes to positive social and environmental impact.
Access to farm-fresh goods and other perks associated with AOOA's programs and activities.
Essential Duties and Responsibilities
PROGRAMS & EVENTS: Workshop facilitation & Event Planning
Ideate and Collaborate with the leadership team to plan and organize events and workshops that align with AOOA's mission.
Identify and vet potential workshop partners for onsite workshop Fridays-Sunday April to October.
Book, coordinate and oversee local artists and artisans for mission-based educational programming
Coordinate with leadership, admin, marketing and development to make sure workshops are well communicated and run smoothly
Liaise with instructors to ensure collection of W9s, coordinate event logistics, and manage timely compensation
Submit workshops and events to media / local calendars
Create and manage Eventbrite pages for workshops/tours/events with all workshop & event details (and share to Facebook Events - one click from Eventbrite)
Create report on workshop metrics
Day-of coordination and photography for workshops, events, and school field trips
Maintain Workshop Wall in Farm Stand and operations white board in kitchen
Prepare square invoices for outside tours ( ex. HV Food & Farm Tours)
Prepare closing sheets after all workshops
Strategically create and disseminate post-event surveys for event, workshop, and general feedback
Develop and Manage field trip program: field incoming inquiries, coordinate with customers, manage expectations, prepare proposals, send contracts and invoices, ensure timely deposits, communicate and coordinate with kitchen staff, follow up with customers post-event
Manage all private event bookings: field incoming inquiries, coordinate with customers, manage expectations, prepare proposals, send contracts and invoices, ensure timely deposits, communicate and coordinate with kitchen staff, follow up with customers post-event
Oversee development and execution of artist-residence
Select and prepare seasonal “Story Stroll” book selection for display
Maintain and expand on Scavenger Hunt experience: update and print maps and scavenger hunt worksheets as needed
Prepare weekly food & beverage summary for the Farm Stand manager and maintain monthly white board calendar in the kitchen
ADDITIONAL OPERATIONAL SUPPORT / OTHER RESPONSIBILITIES
Provide customer service: respond to general email inquiries, respond to website forms, issue refunds, and reschedule customers as needed
Coordinate with volunteer groups and organizations in tandem with development director
Support staff with operations and administrative support as needed
Represent AOOA internally and externally, articulating mission and programs to diverse funding and community audiences
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Required Qualifications
Experience or degree in event planning, programming, agriculture, environmental studies, hospitality management, or related fields preferred.
Previous work experience in event planning, coordination, or operations management, particularly in a hospitality, non-profit or agricultural setting.
Excellent communication skills, both written and verbal, with the ability to engage diverse audiences.
Strong organizational skills and attention to detail, with the ability to multitask and prioritize effectively.
Strong interest in community engagement
Fluency in Adobe Creative Suite (Illustrator, InDesign, Lightroom, AdobeExpress)
Experience with Google Drive, Wix, Square, and Asana a plus.
Passion for promoting environmental stewardship, community empowerment, and holistic well-being.
Knowledge of sustainable agriculture practices, organic farming methods, and culinary arts is desirable.
Equal Opportunity Employer:
AOOA is an equal opportunity employer and is committed to diversity, equity, and inclusion in all aspects of employment. We welcome applications from individuals of all backgrounds and strive to create a supportive and inclusive work environment for all employees.
INTERESTED?
Please send a PDF resume and letter of interest explaining your fit for the position via this ad's link.