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Events and Operations Coordinator

Contact Email: 
Arboretum Foundation
2300 Arboretum Drive East Graham Visitor Center
Seattle, WA 98112
United States
Phone: 206-325-4510

Organization Description

The Arboretum Foundation, a non-profit membership organization, has provided stewardship for Washington Park Arboretum since 1935. The Foundation manages membership and volunteer programs, raises funds and provides public information services for the Arboretum. Events and programs include the Opening Night Party at the Northwest Flower & Garden Show, plant sales and a volunteer-managed greenhouse and gift shop. The Foundation raises funds for essential Arboretum operations and activities including arboriculture, maintenance, seasonal gardeners, education programs and collection restoration.

Position Description

The Events and Operations Coordinator reports to the Director of Finance and provides critical support to produce exceptional events and maintain a smoothly functioning gift shop and office. This position requires someone who is willing to take on a wide variety of tasks and who enjoys being a “jack-of-all-trades”. The organization’s growth will provide natural opportunities to learn and grow and the position will require the ability to remain flexible and adaptable with regards to work assignments. This position has a Tuesday-Saturday core schedule.

Works Closely With: Development Director; Development Associate; Volunteer Manager; Events Team

Key Responsibilities: Events (50%)

• Coordinate with the Events Manager on the annual cycle of events, including two major fundraising events: Opening Night Party & Auction and the Summer Party
• Auction solicitation and procurement, including cultivation and stewardship of new auction-item donors and vendors.
• Manage auction items before, during, and after events, including designing auction displays, coordinating set-up, and delivering auction items to events.
• Manage Greater Giving database, including auction-item data entry and prompt follow-up with donors.
• Assist Events Manager with planning and executing smaller events, including devising programs, planning marketing strategies, obtaining permits, and working with vendors.

Key Responsibilities: Operations (50%)

• Serve as primary phone-answerer and ensure phones are covered during regular office hours.
• Implement, and maintain systems and strategies for the efficient operation of the office, including, but not limited to: open, sort, and distribute mail; track and purchase office supplies; create and maintain electronic (shared) and paper office files; update staff phone list and emergency contact information.
• Serve as the assistant gift shop manager: Learn opening, closing, entering new inventory, organization, weekly deposit reconciliation, merchandising, maintaining/troubleshooting the computer system and volunteer scheduling/assistance.
• Create and maintain staff calendar, including scheduling rooms for staff meetings, board and committee meetings, annual meeting, etc. Provide scheduling and other light administrative support to the Executive Director.
• Coordinate desktop computer support for Arboretum Foundation Staff.; Communicate with IT contractor in order to fix larger issues beyond the skill of office staff.
• Process all data related to income from plant sales, Opening Night auction, and other special events.
• Work with City and the University of Washington Staff on issues concerning the Graham Visitors Center including maintenance, cleaning, scheduling, storage, emergency contacts and preparedness and other functions related to the building.
• Monitor office-related lines of the budget; assist with annual audit reconciliation and documentation.
• Other Duties as assigned.
• Compensation ranges between $17.50-$19.00 per hour, with potential for a 3-month review
• Benefits include medical and dental insurance, vacation & sick leave, 11 paid holidays, employee-contributed retirement plan.
• Position is full-time (35-40+ hours/week); ability to work some flexible hours, including regularly scheduled Tues-Saturday core schedule plus occasional evening and weekends events.
Desired Skills
• Excellent computer skills, specifically Outlook, Office 365 and other MS Office products (Excel, Word, PowerPoint), Adobe Suite and donor management software (Raiser’s Edge and Greater Giving preferred).
• Ability to thrive and work effectively as part of a small team in a fast-paced and rapidly growing program, with limited instruction.
• Strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve and multi-task.
• Excellent written and verbal communications skills.
• Comfort and proficiency in a retail environment
• Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion, and customer-service orientation.
• Motivated self-starter who wants to become an expert on non profit organization.
• Interest in gardening, horticulture and/or the environment, open space is preferred.
• Ability to lift up to 40 lbs.
Desired Experience
• Bachelor's or Associates degree
• Retail and/or Customer Service experience preferred
• Experience working in a non-profit setting preferred

How to Apply
Screening will begin on Monday, November 27, 2017. Applications accepted until the position is filled.
Submit electronic resume and cover letter to:

Gary Wortzel
Arboretum Foundation
2300 Arboretum Drive East
Seattle WA 98112-2300
Email: [email protected]


Arboretum Foundation
2300 Arboretum Drive East Graham Visitor Center
Seattle, WA 98112
United States
Phone: 206-325-4510