Event Coordinator (Temporary) in Ames, Iowa at Practical Farmers of Iowa

Practical Farmers of Iowa is Hiring an Events Coordinator

About PFI

Practical Farmers of Iowa is a nonprofit organization that has worked to equip farmers to build resilient farms and communities since 1985. We create learning opportunities via farmer-led events, on-farm research and educational content through our robust network of farmers. We also provide funding and technical assistance to help farmers adopt regenerative farming practices and grow farm businesses. Our vision is an Iowa with healthy soil, healthy food, clean air, clean water, resilient farms and vibrant communities.

This work has always been rooted in our value of welcoming everyone and creating a culture of mutual respect. We believe that a diversity of people, ideas and perspectives strengthens our ability to find creative solutions, enriches our understanding and broadens our impact. At Practical Farmers, we celebrate this diversity and are committed to ensuring that our policies and practices create an equitable and inclusive workplace. We take equal opportunity seriously and seek to empower and support all applicants and teammates.

Practical Farmers offers a flexible, supportive and fast-paced work environment. Professional development is a core part of our culture and team members are encouraged to take independent initiative to help fulfill our mission.

About the Position

The operations department provides critical support and logistics for a growing team of more than 60 staff members at Practical Farmers of Iowa. Operations department staff carry out all organizational office, internal technology, human resources, legal and grants management functions.

With the office manager’s support, this position will provide leadership, coordination and plan events with PFI’s departments: Farmer Led Education, Farm Viability, Research, and Operations to achieve those departments’ objectives. These events include conferences, workshops, PFI member socials, donor events and all staff gatherings. This role will also lead planning and logistics for PFI’s larger booths at outreach events including the Farm Progress Show. As part of the front office team in operations, the role will support day-to-day office tasks including timely invoice management, phone reception duties and event supplies inventory.

Duties

• Plan events to promote awareness of PFI’s membership and program opportunities
• Collaborate with membership team on planning Farm Progress Show, Iowa Ag Expo and other major booths
• Coordinate PFI’s staff involvement in outreach booths
• Update and adhere to project management timelines and tasks
• Provide on-site registration and staffing support, as needed
• Coordinate local foods purchases for events where needed
• Coordinate venue and caterer logistics where needed
• Independently organize specific components of PFI’s annual conference
• Tech support for events
• Submit invoices
• Coordinate onsite visits to PFI office from partner and funders
• Implement office protocols to ensure the front office is organized and run efficiently
• Support phone and doors office responsibilities
• Process incoming invoices and monthly bills
• Implement processes and protocols to ensure the procurement and handling of PFI branded merchandise is organized and runs efficiently
• Other duties as assigned or volunteered to support department or team projects

Required Qualifications and Characteristics

• An understanding of event management roles, tasks and conference coordination
• Experience with event spatial set-up
• Matching event types and activities with desired outcomes
• Creating and managing event budgets
• Experience working at trade shows, outreach booths, conferences and other events
• Strong event planning and logistics coordination
• Time management & work planning (prioritization, triage and planning ahead)
• Strong interpersonal communication skills and verbal communication
• Problem solving and conflict resolution skills
• Ability to adapt to different software (including Microsoft Office, data management or web software including G-suite and ability to learn Airtable, etc.)
• Data entry
• Able to anticipate and solve challenges to attendees and staff before and during events
• Meets deadlines
• Gives and takes feedback constructively
• Dependable - ability to work independently & with a team
• Able to juggle many tasks and details with an eye on the big picture
• Thrives in a learning environment
• Efficient and effective in fast-paced environments
• Attention to detail and commitment to high-quality work
• Solid confidence and self-worth
• Consistently produces high-quality work

Desired Qualifications and Characteristics

• Working with local food caterers
• Experience with venue and vendor contracts
• Knowledge of the landscape of agricultural conferences and outreach events
• Experience with audio visual set-up
• Volunteer recruitment and management
• Knowledge of PFI’s audience
• Event design
• Inventory management
• Self-motivated and outgoing; initiates communication with colleagues and vendors
• Appreciation and passion for PFI’s organizational mission
• Appreciation and passion for sourcing and menu setting with local foods and products

This is a temporary, full-time position based in our Ames, Iowa, office through September, 2027, with potential for a hybrid schedule. This position requires a minimum of three days in the office per week with four to five days in the office preferred and seasonal travel around Iowa and surrounding states. The salary range for this position is $3,833 to $4,417 monthly ($46,000-$53,000 annual equivalent).

PFI values its employees and is a flexible and supportive work environment. We offer employees a competitive benefits package that includes employee health insurance with 100% employer-paid premium, generous paid time off, flexible hours, six weeks of fully paid parental leave and 5% automatic 401k contribution after one year of employment.

We also encourage employee professional development and offer a range of specialty benefits employees can use to support their wellness, sustainability and financial goals. Examples of our specialty benefits include contributions towards spouse or dependent health insurance, stipends for remote workers and reimbursements for fitness costs, CSA subscriptions, student loans or eco-friendly purchases. Practical Farmers is a family-friendly employer.

Please apply by completing an application (including contact information, cover letter, resume and references). Applications will be reviewed on a rolling basis.