Event & Logistics Coordinator, Cape Charles Main Street

Position Overview

Cape Charles Main Street (CCMS) is seeking an organized, proactive Event & Logistics Coordinator to plan, coordinate, and execute our signature community events. Working under the direction of the Executive Director (with interim direction and regular interface with the CCMS Board of Directors during leadership transitions), the Coordinator translates event goals into successful on-the-ground experiences. Following hire, the Executive Director will work with the Coordinator to establish an individualized annual performance plan outlining specific milestone dates, operational deliverables, and performance benchmarks.

Core events include the Love Run (April), Love Fest (Labor Day Weekend), Heart & Soul in a Bowl (Winter), Festive Fridays (holiday season), the Annual Best of Celebration, and targeted sponsor appreciation gatherings, along with other community events as assigned.

Compensation & Schedule

Hourly Wage: $17.00 – $20.00 per hour.
Employment Type: Part-Time, Non-Exempt (Approx. 15–20 hours/week; requires flexible scheduling with mandatory evenings and weekend event shifts).

Reporting Structure

Reports directly to the Executive Director. While the Executive Director position is open, the Coordinator reports to the CCMS Board’s Executive/Event Committee for direction and operational approval, maintaining ongoing collaboration with the Board of Directors.

Key Responsibilities

Event Planning & Design: Create event concepts, planning timelines, and measurable goals that align with CCMS’s downtown stewardship mission. Proactively evaluate programming and suggest new events or fresh elements for recurring traditions.
Budget Management: Develop event budgets, track all expenses, monitor race/event registrations, and maximize low-cost or in-kind donated resources. Adhere strictly to CCMS operating financial procedures, route vendor invoices and receipts, and assist in completing post-event grant reimbursement paperwork.
Logistics & Permitting: Work closely with Town of Cape Charles municipal staff to secure Facility Use permits, VDOT road/lane closures, and Virginia ABC banquet licenses. Maintain comprehensive master event binders and digital files to document operational procedures for future years.
Vendor, Business & Community Relations: Solicit, negotiate, and administer contracts with entertainers and service vendors. Meet regularly with downtown brick-and-mortar merchants and local organizations to solicit input, address concerns, and coordinate storefront participation.
Volunteer Management: Recruit, schedule, and direct event volunteers across all events. Develop clear, written duty descriptions for each volunteer station, manage on-site check-in/out, and implement volunteer appreciation efforts.
Marketing & Outreach: Build and manage online event pages, draft promotional emails and social media content, and produce printed event collateral including Save-the-Date cards, maps, signage, and comprehensive event guides.
Post-Event Evaluation: Establish clear success benchmarks prior to each event. Conduct post-event evaluations to analyze attendance data, track financial outcomes, issue volunteer and partner thank-you notes, and document improvements for future planning.

Qualifications & Requirements

Location: Locally based on Virginia’s Eastern Shore with dependable transportation and availability for on-site evening, weekend, and holiday event execution.
Experience: 2+ years of experience in event planning, recreation programming, volunteer coordination, or community hospitality operations.
Operational Skills: Demonstrated experience managing budgets, tracking expenses, drafting promotional communications, and coordinating multi-stakeholder logistics.
Interpersonal Diplomacy: Professional, collaborative communication style when engaging with business owners, civic leaders, municipal staff, sponsors, and community volunteers.
Technical & Physical Ability: Proficiency with Google Workspace, basic social media platforms, and event ticketing/POS tools. Ability to move about outdoors across the historic district for prolonged periods and lift event equipment up to 35–40 lbs.

How to Apply

This position is open until filled. Interested candidates should submit a resume and a cover letter outlining their qualifications and interest in the position to applications@capecharlesmainstreet.com.