Seeking Part-Time Executive Assistant & Events Coordinator

Accepting Applications from August 13, 2025 to September 15, 2025.

The Westport-Wadhams Community Alliance (WWCA) seeks an organized, proactive Executive Assistant & Events Coordinator to support the operational and event-related activities of the Alliance. This is a flexible, part-time independent contractor role, paid at $30/hour. Expected workload is up to 20 hours per month, with up to 30 hours allocated in the lead-up to two major events, the Fourth of July and the Winter Holiday Festival. The coordinator must be available to work in-person for these events. This position works closely with the Alliance board and in collaboration with the Marketing Specialist as needed. 

Vision Statement
This role ensures the smooth functioning of the Alliance’s core community initiatives by keeping projects on track, supporting volunteers and leadership, and helping deliver several local events and two annual major events that promote local engagement and elevate the community spirit of Westport and Wadhams. The role also plays a key part in strengthening connections across the broader community by fostering collaboration with local and regional nonprofit partners.

Core Responsibilities

• Coordinate logistics, timelines, and task assignments for WWCA events and meetings

• Maintain and distribute event planning documents, volunteer sign-up forms, and contact lists

• Attend monthly Alliance Board meetings (remote or in-person) and record action items. Attend weekly executive team meetings (remote or in-person). Support the fulfillment of the designated tasks independently and by assigning and activating board members.

• Liaise with fellow nonprofits and community groups in Westport, Wadhams, and the region to build rapport, encourage collaboration, and co-create events.

• Serve as liaison between event committees, vendors, performers, volunteers, and town officials

• Track event budgets and expenses; collect vendor invoices and submit them for payment

• Assist with permitting, insurance, signage, and other event infrastructure needs

• Manage email communications for the Alliance, including timely responses and event outreach

• Support fundraising efforts by maintaining donor lists and preparing thank-you notes

• Collaborate with the Media & Marketing Specialist to ensure coordinated outreach and promotion

• Provide a monthly summary of hours worked and accomplishments to the WWCA Board
  
  

Preferred Qualifications

• Strong organizational and communication skills

• Self-starter with ability to meet deadlines with minimal supervision

• Experience with event planning, community organizations, or nonprofit administration

• Familiarity with Westport/Wadhams community and calendar

• Consultant must have their own technology (laptop/wifi) and strong knowledge across Google Drive, G-Suite, and Adobe Acrobat, or other similar PDF savvy.

To Apply

Please send your cover-letter and resume to gowestportny@gmail.com.