Event & Farm Functions Coordinator

Position: Event & Farm Functions Coordinator

Supervisor: Director of Community Programs & Events

Location: In-person, Shelburne, VT

Employment: Year Round, Full-time

Start Date: Early May 2025

Salary: $47,000-55,000

Work Schedule: Typically working 5 days a week, however may work more days depending on events. Weekend, evening and holiday work required.

Application Deadline:  March 31, 2025

Who We Are

Shelburne Farms is an education nonprofit on a mission to inspire and cultivate learning for a sustainable future. We offer transformative learning experiences to help educators and students create a better world.  Our home campus is a 1,400-acre working farm located on the traditional, unceded and contemporary homelands of the Winooskik band of the Abenaki.  

What We Do

• Engage youth and people of all ages in learning experiences that inspire them to build just, diverse, resilient, caring communities. 
• Steward our working lands and heritage buildings as we embody values of place and community through caring for and sharing our natural, agricultural, cultural, and human resources.
• Collaborate with educators and other local, national, and international partners to advance education for sustainability worldwide

Who We’re Looking for

The Event and Farm Functions Coordinator embraces a collaborative, purpose-driven approach to event coordination that builds connections with partners, guests and program participants to the concepts and principles of sustainability.  As a member of an integrated team, you will coordinate and host a wide range of events, with a particular focus on building relationships and promoting the Farms’ mission to cultivate learning for a sustainable future. This is a dynamic role that requires both practical event coordination skills and a commitment to the farm’s mission and sustainability principles.

Key Responsibilities

Stakeholder Relationship Building & Community Partnerships:

• Work in partnership with community members, non-profit organizations, state agencies, local businesses, and education organizations/institutions to advance our mission of cultivating learning for a sustainable future.  
• Work with external partners and clients and internal team members to produce  events that build relationships and inspire guests and program participants to explore our educational mission and sustainability initiatives.
• Engage with a variety of audiences, program participants and community members during events and core education programs to build organization relationships.

Collaboration

• Collaborate and support an integrated team of program and event organizers, educators, farm staff, hospitality and production team members to co-create experiences for guests and program participants.
• Collaborate with the Catering Coordinator and Food & Beverage Manager to plan the execution of all events with food and beverage service. 
• Facilitate communication and logistics coordination with the Farm Catering Coordinator and production team as well as On-Site Coordinator and Farm staff
• Support the training, supervision and scheduling of seasonal support staff

Event Planning & Administration

• Handle administrative aspects of event management- issuing event agreements, processing deposits and final invoicing, coordinating internal & external vendor services, maintain all data and statistics, equipment & supply scheduling/ordering and keep farm calendar up to date.  
• Oversee the coordination and execution of events campus-wide.
• Communicate with seasonal support team members - event outlines, timelines and layouts of events and programs and managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up communicating with staff, and managing take-down.
• Attend weekly production team meetings.

Event Execution

• Oversee all aspects of event logistics including setup and breakdown, vendor coordination, event-day management, while ensuring each event runs smoothly.
• Provide oversight of the Coach Barn facility in coordination with the On-Site Buildings and Landscape Coordinator and Director of Community Programs & Events.
• Ensure that events reflect and practice a commitment to sustainability by reducing environmental impact such as composting, minimizing single-use plastics, waste management, and local sourcing.

Core Qualifications and Requirements

• Strong relationship-building and interpersonal skills with the ability to work effectively with staff, community members, organizations, and partners.
• Strong organizational, administrative, communication, and guest services.
• Self-motivated, creative, innovative thinker who is always looking for ways to improve and welcomes feedback.
• Experience in collaboration with internal and external partners and vendors.
• Comfortable in a dynamic environment to support necessary last minute adaptations for events and functions.  
• Strong problem-solving skills and ability to troubleshoot and prioritize in the midst of an event in a fluid, professional manner.
• Ability to work independently as well as collaboratively with a team.

Additional Valued Qualifications

• A passion for education, agriculture, climate action, social justice, and community engagement.
• Understanding of local and regional food systems.  
• Comfort and experience working with various technology systems. 

Work Environment & Physical Demands

• Carrying and moving items up/down stairs and over uneven terrain, weighing up to 30 lbs.
• Working in indoor and outdoor environments in varied temperatures.
• Moving over uneven terrain.
• Seasonally demanding work schedule.
• Working across multiple locations.
• Being active for extended periods of time, including supporting event set-up and break-down activities.
• Maintaining a tidy shared workspace.

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.  It is understood that this job description is an evolving document and the goals and objectives of the position may change as the program needs develop.

Benefits 

• For year-round, full-time staff:  Benefit summary here for 2025 benefits.

To Apply

If our vision and mission excite you, we hope you will share with us your experience and skill set that you feel would qualify you to make a contribution to the Farm.

• Click here to submit an application and please include responses to the following questions. These are not meant to be a writing exercise but to introduce yourself in a meaningful way.

In your application, please include responses to the following questions. These are not meant to be a writing exercise but to introduce yourself in a meaningful way.

• Tell us about your unique characteristics and life experience that will help you thrive in this role.
• Describe a situation where you had to collaborate with multiple internal and external partners to execute an event. How did you ensure effective communication and coordination?
• How did you hear about the role?

Shelburne Farms is an Equal Employment Opportunity Employer and we strongly stand against discrimination and harassment of any kind. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

If you need accommodations throughout the application process or have general questions, please contact Casey Sullivan our HR Director, at jobs@shelburnefarms.org or 802-985-0370.