Event Marketing Assistant Jobs in Rochester, NY (NOW HIRING)

Description

Our Mission

Our mission is to leverage the power of food to end hunger and build healthier communities. 

Our Vision

We believe that the fight against hunger and the fight against poverty are one and the same. We envision a future in which food is recognized as a human right and every person is able to feed themselves and their families in dignity. Together, we work to create a more nourished, prosperous region.  

The Foodlink Way

Act With Compassion

Take Responsibility

Be a Team Player

Listen, Learn, Adapt  

Job Title: Hospitality & Events Coordinator

Department: Marketing & Development

Reports to: Senior Manager of Hospitality & Events

Status: Full-Time, Hourly, Non-Exempt

Job Level: Operational & Customer Service Roles (Grade 3)

Updated: August 2026

SUMMARY 

The Hospitality & Events Coordinator serves as a welcoming ambassador for Foodlink, providing exceptional customer service to event guests, volunteers, community members, donors, and partners. This role requires a highly organized, service-oriented, and detail-focused person, ensuring positive experiences for all constituents while supporting the operational needs of the Marketing & Development team. Specifically, you will support Foodlink's event operations, volunteer engagement efforts, and administrative functions that help advance Foodlink's mission to leverage the power of food to end hunger and build healthier communities.

KEY RESPONSIBILITIES 

Event Support & Hospitality

• Serve as the first point of contact for event space inquiries, responding to requests and escalating opportunities as appropriate.
• Coordinate event vouchering, invoicing, and payment tracking for Foodlink-hosted events, facility rentals, and special events.
• Provide day-of-event support for Foodlink's signature events, including The Get Together, Festival of Food, Forks & Skis, Annual Member Conference, Events hosted in the Foodlink Commons, and Events hosted at the Edible Education Center.
• Assist with event setup, registration, guest hospitality, vendor coordination, and event execution; work closely with Facilities & Hospitality Coordinator on logistics.
• Maintain event inventory and supplies, including ordering materials and organizing event storage areas.
• Assist with additional event-related duties as needed to ensure successful experiences for guests and partners.

Volunteer Engagement & Customer Service

• Communicate with volunteers regarding scheduled shifts, expectations, attire requirements, arrival instructions, and schedule changes; support Volunteer & Event Specialist with volunteer training.
• Welcome volunteers and volunteer groups upon arrival and cultivate a friendly, inclusive, and mission-centered experience.
• Support daily warehouse volunteer check-ins and help create a positive and engaging volunteer environment; support facility tours and organizational overview as needed, working closely with Volunteer & Event Specialist.
• Prepare and distribute volunteer service verification letters and documentation. 
• Pull daily volunteer participation reports and distribute information to appropriate staff members.
• Follow up with volunteers regarding missed shifts and no-call/no-show attendance.
• Assist with volunteer appreciation activities, engagement initiatives, and volunteer-focused events.
• Build positive relationships with volunteers, helping deepen their connection to Foodlink's mission and impact.

Administrative & Department Support

• Manage Foodlink's general information email account, responding to inquiries and directing requests to appropriate departments and staff.
• Provide administrative support and backup data entry assistance during periods of high volume or staff absences.
• Track accounts payable vouchers, invoices, vendor documentation, and payment-related records.
• Manage departmental credit card reconciliation and tracking for Marketing and Development team members.
• Collect donations/customer payment mail 3x a week from Post Office.
• Serve as backup reception coverage when needed.
• Assist with documenting donor interactions, outreach activities, stewardship contacts, and meeting notes within Foodlink's CRM system.
• Support departmental projects and initiatives as assigned.

Requirements

REQUIRED QUALIFICATIONS 

• Minimum 1 year of experience in customer service, hospitality, event support, volunteer coordination, administration, or a related field.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to interact professionally and warmly with diverse audiences.
• Strong customer service orientation and commitment to creating positive experiences.
• Proficiency with Microsoft Office applications and database systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work evenings and weekends in support of events and volunteer activities; schedule is typically M-F but off hours are required.

PREFERRED QUALIFICATIONS

• Associate degree or equivalent combination of education and experience.
• Experience with CRM systems.
• Experience with volunteer management software.
• Event planning or hospitality experience.
• Knowledge of nonprofit operations and community engagement practices.

Core Competencies

• Customer Service Excellence
• Hospitality & Relationship Building
• Organization & Time Management
• Communication & Professionalism
• Adaptability & Problem Solving
• Collaboration & Teamwork
• Attention to Detail
• Commitment to Diversity, Equity, Inclusion & Belonging
• Passion for Foodlink's mission and community impact

We are actively seeing a diverse pool of candidates for this position and strongly encourage applications from candidates of color. 

SALARY AND BENEFITS          

This is a full-time position paid on an hourly basis, ranging from $19.75-$23.00 per hour (DOE). Foodlink covers 100% of individual health and dental insurance with the ability to acquire family coverage with pretax dollars. In addition to generous paid time off (PTO), we observe 14 paid holidays throughout the year. Opportunity to contribute to a 401k retirement savings plan upon hire. Eligible for generous employer match after 1 year of service.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit, stand and talk and hear. The employee is frequently required to use hands to handle or feel items such as documents. The employee is frequently required to stand and walk for long periods of time. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Able to lift bulk objects or objects weighing up to 25 pounds.

Work Environment 

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all- inclusive. Employees will follow other instructions and perform other related duties as required. 

Diversity, Equity, & Inclusion 

Foodlink is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. At Foodlink we believe that anti-hunger work is only possible with a commitment to removing barriers caused by systems of oppression that perpetuate hunger and poverty. We recognize that systematic injustice and bias disproportionately impact some identities more than others. 

Foodlink is actively working to center equity- the fair treatment of all people- in everything that we do so that everyone in our region has access to nourishing food that reflects and values cultural differences.

Foodlink is committed to listening and supporting solutions to hunger that are sourced from people and communities with lived/living experience of hunger and poverty, and to responding where inequities exist.

Foodlink is committed to taking great care to cultivate internal culture and practices that support diversity and inclusion. We embrace and encourage our employees' differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We aim to foster an environment in which everyone feels a sense of belonging and understands their connection to the Foodlink mission. 

Foodlink employees have a responsibility to always treat others with dignity and respect. Employees are expected to always exhibit conduct that reflects our values and promotes equity and inclusion during work, and at work functions.