Special Events Coordinator

Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events. Support planning and execution of two pillar fundraising events and additional cultivation events as well as external events of a busy facilities venue rental programCoordinate with vendors, internal and external stakeholders to support successful event executionSupport sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, and timely follow-upManage event guest lists, response tracking, and donor follow-up activitiesMaintain seating data, mailing lists, and event-related databasesManage calendars, supplies, invoice processing, and other administrative functionsTrack fundraising progress, donations, pledges, acknowledgements, and reporting activitiesDraft event collateral, including invitations, programs, place cards, and supporting materialsAssist with event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentationCoordinate event production details such as floor plans, catering, audiovisual needs, signage, décor, transportation, security, setup, breakdown, and staffing assignmentsPrepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experienceProvide onsite event registration and guest experience support Strong written and verbal communication skills with exceptional attention to detailProficiency with Microsoft 365 applications and donor database systems such as Tessitura or similar, including experience with electronic Word mail mergesExperience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferredAbility to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after eventsAbility to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest informationCustomer service orientation and ability to remain calm, flexible, and solution- focused during live events and changing circumstancesAvailability to work occasional evenings, weekends, and early mornings in alignment with the event calendarSkilled at anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role.