Special Events Coordinator
$66,560–$70,720 year
On-siteNew York, United States or Harlem, New York, United States
Job Summary
Coordinate planning and execution of pillar fundraising events, vendor management, and donor communications for the Studio Museum's facilities venue rental program. Manage event guest lists, seating data, and donor follow-up while drafting collateral and tracking fundraising progress. Handle administrative functions including invoice processing, budget tracking, and compliance documentation. Provide onsite registration support and prepare post-event summaries to recommend improvements. Occasional evening and weekend work is required in connection with fundraising events and donor activities.
Required Qualifications
- Strong written and verbal communication skills
- Exceptional attention to detail
- Proficiency with Microsoft 365 applications
- Experience with donor database systems such as Tessitura or similar
- Experience with electronic Word mail merges
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Willingness to assist wherever needed before, during, and after events
- Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
- Customer service orientation
- Ability to remain calm, flexible, and solution-focused during live events and changing circumstances
- Availability to work occasional evenings, weekends, and early mornings in alignment with the event calendar
- Skilled at anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up
- 2+ years of professional experience in fundraising, development, events, or administrative support
- Bachelor's degree in arts administration, hospitality management, or a related field
- Additional professional certification
- Experience supporting donor, customer, constituent, or stakeholder-facing activities
- Comfortable with lifting, moving, or transporting event materials as needed
- Ability to stand or walk for extended periods during events
- Ability to work more than forty (40) hours during a work week
Desired Qualifications
- Experience with event registration, ticketing, RSVP tracking, seating, or auction platforms
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