Special Events Coordinator
$55,000–$55,000 year
HybridBrooklyn, New York, United States
Job Summary
Support the planning and execution of fundraising and donor cultivation events, from intimate dinners to the annual gala. Maintain the special events calendar, manage guest list logistics including RSVPs and seating, and keep donor data accurate in Tessitura and Zkipster. Coordinate event logistics such as venue setup, catering, and run-of-show documents while maintaining department budget records and reconciling invoices. Draft event materials, liaise with cross-departmental teams including Security and Production, and assist other offices with campus events. Participate in quarterly finance check-ins and ensure all commitments to sponsors and table buyers are met.
Required Qualifications
- Bachelor's degree or equivalent work experience
- 1–3 years of experience in events, hospitality, development, or arts administration (internships and part-time experience welcome)
- Proficiency in Microsoft Office Suite
- Clear, professional communication skills via email, phone, and in person with a wide variety of people, from vendors to trustees
- Ability to juggle multiple projects and shifting priorities with grace
- Strong organizational skills and sharp attention to detail
- Discretion in handling confidential donor information
- Genuine enthusiasm for events and for BAM's mission
- Calm and resourceful under pressure, especially in live event settings
- Warm, poised presence with donors, trustees, and guests
- Eager to learn and grow within Advancement
- Flexible, collaborative, and institutionally minded
- Location: On-site at BAM 3+ days a week, with occasional hybrid days consistent with the workload and the department's needs
- Weekend and evening work, depending on event schedules, is a part of the job
- Physical requirements include lifting (e.g. transporting cases of wine, print materials) and long hours on foot at events
Desired Qualifications
- familiarity with donor databases (Tessitura a plus) or eagerness to learn
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