events coordinator

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XV Foundation is a nonprofit organization dedicated to securing diverse and sustainable funding to support USA Rugby Women’s National 15s Team. Our work centers on athlete support, ensuring players are resourced, visible, and valued on the world stage.

XV Foundation is seeking a highly organized, detail-oriented Events Coordinator to support the planning and execution of our nonprofit events. This role is ideal for someone who enjoys turning ideas into reality, coordinating logistics, and working collaboratively with multiple stakeholders to deliver meaningful, well-run events.

The Events Coordinator will work closely with the Foundation’s founders, board members, and marketing support to ensure events are organized, aligned with sponsors, and executed smoothly from start to finish.

• Coordinate event logistics, including:
  • Venue communication and coordination
  • Seating layouts, food and beverage setup, and on-site organization
  • Vendor and partner coordination as needed
• Serve as the primary point of contact for event-related logistics and timelines
• Collaborate with the marketing lead to support promotion, registration, and event execution
• Work with founders and board members to ensure sponsor commitments, recognition, and alignment are accurately reflected in each event
• Support event setup and execution using GiveSmart (registration, attendee management, and donations)
• Track deadlines, deliverables, and moving parts to ensure events come together smoothly and successfully
• Help identify and resolve issues proactively before and during events

• Strong organizational and project management skills
• Experience planning or supporting events (nonprofit, community, fundraising, or corporate events all welcome)
• Comfortable working with multiple stakeholders (founders, board members, sponsors, vendors)
• Familiarity with GiveSmart is a strong plus (or willingness to learn quickly)
• Clear communicator who can keep details, timelines, and people aligned
• Ability to work independently while collaborating closely with a small team

• Flexible and event-based
• Increased involvement leading up to and during major events

• Strong organizational and project management skills
• Experience supporting or managing events (nonprofit, fundraising, community, or corporate events)
• Comfortable coordinating with multiple stakeholders, including board members, sponsors, vendors, and internal team members
• Experience with GiveSmart or similar fundraising/event platforms is a strong plus
• Clear communicator with strong follow-through and attention to detail
• Ability to work independently while collaborating with a small, mission-driven team

This role is primarily a volunteer position. However, for select events, XV Foundation may offer:

• A per-event stipend (honorarium), negotiated in advance based on event size and scope
• Reimbursement for approved event-related expenses, including transportation and meals (per diem during event days)

Stipends are not guaranteed for every event and are determined on an event-by-event basis. All compensation is discussed and agreed upon prior to each event.

Interested candidates should send application materials to xvfounder@gmail.com 

Please submit:

• A brief statement of interest
•  Relevant experience or examples of past event planning or coordination work (professional or volunteer) 

Application will remain open until the role is filled.