Program Events Administrative Specialist

The Big Futures Team creates innovative programs and events that inspire exploration, elevate youth voices, and prepare young people for a successful future. By fostering belonging, strengthening mentoring connections, and expanding access to education, career, and entrepreneurial opportunities, we empower youth to build social capital and develop lifelong skills.

As a core administrative support to the Big Futures Team, the Program Events Administrative Specialist plays a vital role in ensuring the smooth execution of high-quality events and programs for youth, families, and mentors. Reporting to the Manager of Program Events, this role is responsible for providing logistical, scheduling, and communications support across a range of activities, including event registration, survey distribution, data tracking, and interdepartmental coordination.

This position supports the full event lifecycle—helping with ticket distribution, communications, attendance tracking, on-site event management and support, and behind-the-scenes coordination to ensure seamless experiences for participants. The Administrative Specialist also provides essential support to the Grad Coach program, assisting with data entry, calendaring, survey collection, and school partner communications. The ideal candidate is detail-oriented, highly organized, responsive, and excited to support meaningful work that creates joyful and accessible experiences for our youth.

Candidate Profile

We are seeking a candidate who is:

• Representative of the lived experience of youth and families in our programs
• An authentic and engaged community advocate and relationship-builder who will represent the agency, program participants, community, and corporate partners in the greater community
• An advocate who exhibits a deep understanding of justice, equity, diversity, and inclusion principles, including cultural humility, youth equity, and voice
• Open-minded in new approaches, ideas, perspectives, and feedback, valuing diversity of thought, and directly implements the input of others
• Solid in organizational, problem solving, and interpersonal skills
• Skilled in time management, listening skills, dependability, and attendance

Job Details

Location: Minneapolis, MN, with full in-office requirements and minimal/occasional hybrid work opportunity

Hiring Salary Range: $21.65 - $23.08

Hours/Day: Monday-Friday, 40 hours a week – with hours that will include flex time in the evening and weekend hours on a regular basis. Candidates should expect to be at 5-10 evening and weekend events per month.

Job Type: Full-time, Non-exempt

Supervisor: Manager of Program Events

Position Specifics

Agency Program Events & Activities

• Coordinate staffing logistics, maintain agency activity calendars, and manage programming tracker documents.
• Provide onsite support to program leaders and facilitators at evening and weekend events, welcoming and assisting participants of all ages.
• Create and manage Eventbrite pages for agency-hosted events, ensuring accurate and timely information.
• Track event attendance and ensure accurate data entry in Salesforce.
• Collaborate with the Marketing & Communications team to ensure event promotions are included in appropriate newsletters and communications.
• Create welcoming, inclusive environments that foster belonging and participant satisfaction.
• Train and prepare staff on event logistics, customer service, and best practices for delivering high-quality, participant-centered programming.
• Manage timely posts and updates to the Bigs-only Facebook group, often requiring quick turnaround and responsiveness.
• Assist with survey distribution and collection for program evaluation.
• Lead the implementation of assigned projects and contribute to additional initiatives as requested by the supervisor or agency leadership.

Big Futures Team Administrative Support

• Perform general administrative support related to events, including credit card reconciliation, meeting coordination, and cross-department scheduling.
• Support survey implementation and data collection aligned with program goals and grant requirements.
• Enter and maintain accurate campaign and participant data in Salesforce
• Manage scheduling and calendaring for field trips, speakers, and key program dates.
• Coordinate non-mentor waiver forms and logistics for special events and speakers.
• Support communication with Bigs via email, including reminders and updates.
• Collaborate with the Grad Coach Coordinator to support High School Bigs implementation and outreach.
• Contribute to the creation and distribution of Fall and Spring newsletters for school-based mentoring programs.

Contribute to the Mission and Success of the Agency

• Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized. 
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance. 
• Stay informed about community needs, resources, and networks. 
• Collaborate with others to achieve goals outlined in the annual business plan. 
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Represent BBBS well in the broader community. 
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

Education & Experience

• High school diploma or equivalent required.
• Experience in special event coordination, with preference for events and activities involving youth programming
• Experience in related positions including work with databases, ability to keyboard, operate a computer and proficiency in Microsoft Office applications.

Preferred Experience

• Experience with managing apps, social media, and non-traditional communication with stakeholders preferred.
• Previous experience in Eventbrite, Canva, and Salesforce preferred. 
• Proven project management and planning experience for community events preferred.

Knowledge, Skills, and Abilities

• Demonstrated ability to plan, prepare and carry out high quality events, sometimes under tight timeframes and quick turn-arounds that advance the agency’s focus on high quality youth programming.
• Collaborative work style with strong interpersonal skills; ability to work both in a team and independently, to exercise good judgment, make sound decisions and problem solve.
• Excellent verbal and written skills, with the ability to communicate professionally and effectively with internal and external audiences.
• Ability to manage multiple projects across teams and priorities with a strong commitment to quality and results.
• Experience with handling confidential and sensitive information.
• Ability to work a flexible schedule and be on-site at BBBS’ and partner facilities, including regular evenings and weekends, sometimes with short notice.
• Must possess a valid driver’s license and have a reliable means of transportation for the performance of work responsibilities.
• Experience working successfully with diverse populations and uphold the agency’s commitment to justice, diversity, equity and inclusion in all our programming and activities.

Physical Requirements

This job operates in a professional office environment but also requires significant physical activity. The role involves being on your feet for extended periods, walking frequently, and lifting and carrying up to 50 lbs. regularly. It requires the ability to move between event spaces, transport materials, and support event setup and breakdown as needed.

About BBBSTC

Big Brothers Big Sisters Twin Cities has been creating and supporting youth mentoring relationships for over 100 years. Since our inception, we have partnered with more than half a million Twin Cities youth by:

• Meeting with a committed caring adult mentor 2-4 x a month 
• Accessing resources for Bigs, Littles, and families to keep matches going strong
• Connecting with qualified professionals dedicated to youth development
• Receiving guided support throughout their developmental years to achieve their full potential

Justice, equity, diversity, and inclusion (JEDI) is an integral part of our mission and values. We recognize, affirm, and celebrate the diverse backgrounds, lives, and experiences of all stakeholders.We strive to ensure that all voices and perspectives are heard and honored.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes BBBS-sponsored health & dental insurance, employer-paid short & long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our 60+ employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and quarterly JEDI trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA+, Mental Health), and agency committees (JEDI, Engagement & Connection, Total Wellness, Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved and are committed to taking a JEDI approach. Candidates can apply online at bigstwincities.org/careers. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at careers@bigstwincities.org. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States. 

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow the BBBSTC (@bigstwincities.org) and Paylocity (@paylocity.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.