Administrative & Event Coordinator

Reports To: President/CEO, Chamber Alliance of Mason County

Status: Full-Time (Evenings and weekends required for events)

Summary

The Administrative Assistant & Event Coordinator is responsible for providing administrative support to the Chamber Alliance, Convention & Visitors Bureau (CVB), and administrative partners, while also planning, staffing, and overseeing Chamber Alliance, CVB, and Downtown Ludington (DDA) special events. This position ensures smooth day-to-day office operations and delivers high-quality, well-organized events that strengthen community engagement.

Essential Duties & Responsibilities -  include but not limited to:

Event Coordination

Plan and execute Chamber Alliance, CVB, and DDA events in coordination with the President/CEO and event committees.

• Manage all aspects of event production, including:
• Vendor and participant registration
  • Permitting requirements
  • Securing contracted services and venues
  • Soliciting sponsorships
  • Budget management for assigned events
• Lead and manage event committees, including scheduling meetings, preparing agendas, taking notes, assigning/executing action items.
• Recruit, schedule, and direct volunteers for event execution.
• Provide onsite event management, including:
  • Volunteer coordination
  • Venue setup and teardown
  • Merchandise handling and sales
  • Ticket sales/admissions management
    
• Coordinate with the Communications & Programming Coordinator for event promotion and updates to websites, event calendars, and social media 
• Provide written content, images, and video for event-related communications 
• Create basic graphic design for events and promotions 
  

Administrative & Office Support

• Provide front desk coverage to answer phones, greet visitors, and respond to inquiries via phone, email, or in person 
• Manage administrative responsibilities for the Chamber Alliance and administrative partners, including:
  • Maintaining records and files
  • Preparing meeting agendas, board packets, and meeting minutes
  • Coordinating mail and email distribution
  • Ordering meals and supplies
• Schedule and arrange meeting rooms, food/beverage needs, and technology setup 
• Monitor and respond to CVB emails; fulfill inquiries and assemble visitor/group packets
• Maintain availability schedules for CVB during peak tourism weeks/weekends
• Handle daily payment entries, petty cash reconciliation, and data entry in GrowthZone software
• Process new member applications, prepare welcome packets, and update records
• Collect job postings and distribute resumes for members
• Prepare and submit monthly copier and postage reports
• Manage brochure inventory and distribution (as requested)
• Complete mailing projects for all entities, including preparing materials and delivering to the post office, when necessary
• Assist with data collection, tracking, and reporting for all organizations
• Assist with additional Chamber programming and community events as assigned
• Attend organizational events, as requested
• Perform other duties as assigned to support the success of the organization
  

Mandatory Event Dates

Attendance and active participation at the following events are considered essential to the job:

• Pure Ludington Brrrewfest – Last Saturday in January
• Downtown Farmers Market – May–September (Fridays)
• Love Ludington Street Party – June
• Live in the Plaza – June–September (Thursdays & Fridays)
• Sunset Beach Bonfires – Last Thursday of June, July, August
• Offshore Classic Fishing Tournament – July
• Gold Coast Artisan Fair – Second weekend in August
• Ludington Lumber Days – First weekend in October
• Aglow on the Avenue Holiday Parade – Saturday of Thanksgiving Weekend
• New Year’s Eve Ball Drop – December 31
  

Qualifications

• Minimum 21 years of age
• High school diploma/equivalent required; college degree preferred
• Experience in event planning, meeting coordination, or administrative support
• Valid driver’s license and reliable transportation

Knowledge, Skills, & Abilities

• Outgoing, professional demeanor; able to represent the organization positively in all settings
• Excellent communication, interpersonal, organizational, and multitasking skills
• Ability to self-manage, prioritize, and meet deadlines in a fast-paced environment
• Strong problem-solving skills and tact in dealing with the public and colleagues
• Proficiency with Google Workspace (Docs, Sheets, Forms, etc.); willingness to learn new software
• Basic data entry and bookkeeping skills (or willingness to learn)
• Ability to lead committees and volunteer groups effectively
• Flexible schedule, including evenings and weekends as required by events
• Ability to lift and carry a minimum of 25 pounds, work indoors and outdoors, and perform physical event setup/breakdown tasks
  
  

How to Apply
Interested candidates should submit a cover letter and resume via email to Brandy Miller at brandyh@ludington.org. Applications will be reviewed as they are received, and the position will remain open until filled.