Event Coordinator (Fundraising Events)

ABOUT ATYPICAL

Nonprofit fundraising events, galas, auctions, and event production.

We are a small but mighty team that produces some of the most successful nonprofit fundraising events in the Western United States. Galas, auctions, paddle raises, live entertainment, full production. We do it all, and we do it well. Our clients are organizations making a real difference in their communities, and our events have raised millions of dollars to fund that work.

We work hard, we celebrate harder, and we genuinely love what we do. If you have ever been in a room at the end of a successful gala and felt that specific kind of exhausted, proud, electric feeling, you already know why we show up every day.

ABOUT THIS ROLE

This is not an assistant position. This is a production role with real ownership from day one and a direct path to becoming a full-fledged event producer.

You will be the person behind the details. The one who knows every donated item, every vendor relationship, every logistical detail before anyone else does. The nonprofit organizations we serve rely on their events to fund their missions. The auction alone can make or break a night. That responsibility will be yours, and it is meaningful work.

We are building the next great fundraising event producer in this region. If you want to learn this craft at the highest level, work alongside someone who has spent a decade perfecting it, and eventually run events of your own, this is where that career begins.

CORE RESPONSIBILITIES

Vendor Coordination: Full Ownership
• Serve as the primary contact for all vendors across every event: venue, catering, AV, florals, decor, rentals, photographer, auctioneer, and entertainment
• Source proposals, manage contracts, confirm details, and handle all vendor communication without requiring escalation to the President
• Coordinate F&B including menu selection, bar plan, wine numbers, and dietary accommodations
• Manage entertainment riders: flights, hotel, meals, AV requirements, and transportation
• Build and distribute vendor packing lists, payment schedules, and day‑of arrival and setup times
• Confirm all vendor payments in the week before each event
• Flag risks early and resolve within approved scope independently

Silent Auction: Full Ownership
• Manage the complete silent auction lifecycle for every event from first donation through event night
• Enter all donated items into Auctria or Greater Giving: donor name, item description, restrictions, fair market value, photos, and certificate details. This is detail work that takes 20 or more hours per event and must be done accurately
• Write auction item descriptions that are clear, compelling, and drive bidding
• Build and merge auction displays, create and print certificates, stuff envelopes, and package all physical items
• Manage all auction platform settings: texting setup, go‑time buttons, display sequencing, and push‑live process
• Send weekly donation status reports to the Operations Coordinator, who compiles them into the single client communication

Live Auction: Shared Ownership
• Source and organize live auction items in coordination with the President's strategy
• Build out live auction listings, photos, descriptions, and display materials
• Prepare the live auction sequence, certificate packages, and all supporting materials for the President's review and finalization
• The President sets the strategy and approves the final order. You execute everything that leads to that moment

Client Marketing (select clients)
• For a few clients who receive marketing services, develop templated marketing plans including email campaign schedules, social post recommendations, and content guidance
• Draft social content, schedule posts, and manage eblasts in coordination with the Operations Coordinator
• This is templated and strategic work, not original creative production on every post

Atypical Brand Marketing (if skill set allows)
• Support Atypical's own social media presence: draft posts, schedule content, and maintain consistent engagement
• Capture and organize event content for use in Atypical marketing throughout the year

Week‑of and Day‑of Production
• Lead all week‑of logistics: compile and distribute packing lists, confirm all vendors, and send the master timeline to all parties
• Pack event boxes and car, prepare the stage binder, pick up programs and signage
• Serve as day‑of logistics lead on site: manage vendor arrivals, venue setup, equipment checks, and connectivity
• Own the physical auction area on event night: certificate envelopes, packaged items, display setup, and checkout support
• Work alongside the President on event night. She leads the room. You run the logistics

Growth Path
• Beginning in months four to six, shadow the President's timeline‑building process in Timeline Genius
• Draft first‑pass timelines and run of show for the President's review, building toward independent ownership
• Script and talking point ownership follows as trust and client familiarity develop
• The goal is full event production. This role is the foundation

SUCCESS LOOKS LIKE:
• Every auction item is entered, packaged, and ready before event week
• Vendors are confirmed, briefed, and paid without the President's involvement
• The President arrives at an event knowing logistics are handled

IDEAL CANDIDATE
• 2 or more years in event coordination, hospitality, or nonprofit events. Gala experience strongly preferred
• Hands‑on experience with auction platforms: Auctria, Greater Giving, or similar. This is required
• Proven vendor management: comfortable owning relationships, not just relaying information
• Clear, professional writer. Auction descriptions and vendor emails must require minimal editing
• Detail‑obsessed and self‑managed. You catch errors before they become problems and you do not need to be reminded twice
• Available for evening and weekend events, approximately 12 to 15 per year
• Genuinely interested in growing into full event production

HIRING CONTACT + RESUME SUBMISSION - Email preferred

Allyson Bolton

President

[email protected]

949‑292‑8803

A NOTE ON HOURS AND PAY

This role does not have a flat weekly schedule. Some weeks in early planning are light. The six weeks before each event are demanding. Event days are long. We are transparent about this because the right person for this role is not looking for a predictable 9‑to‑5. They are looking for work that is meaningful, visible, and worth the intensity.

COMPENSATION

$28–$32 per hour based on experience

Variable hours by event cycle:
• 25–35 hrs/week
• Event week: 45–55 hrs including day‑of
• Average across the year: approximately 35–40 hrs/week
• Day‑of flat rate: $500 (logistics lead, full day)