Special Events Coordinator

Special Events Coordinator

Department: Development

Classification: Exempt

Direct Report: Director of Special Events

Location: New York Headquarters

Pay: $67,500

Start date: August 1

Position Summary

World Monuments Fund (WMF) seeks a qualified professional for the role of Special Events Coordinator. This individual is a key member of the Development team, coordinating the organization's fundraising, cultivation, and stewardship events.

Reporting to the Director of Special Events, this individual is responsible for successfully coordinating two annual fundraising events, raising more than $1M a year for World Monuments Fund's general operations. In addition, the Special Events Coordinator will support the Development team through the coordination of multiple cultivation and stewardship events throughout the year. Events may be in-person, virtual, or hybrid, depending on the circumstances. The ideal candidate is a team player who is flexible, positive, and creative. They will have a passion for communicating the organization's mission through engaging events while supporting the stewardship of WMF's donors.

Responsibilities

Coordinate all logistics for the annual fall gala and spring fundraiser, as well as a dozen plus cultivation and stewardship events throughout the year.

Provide on-site support and logistics for events including liaising with on-site staff (volunteers, vendors, etc.) for set-up and break-down, seating, table arrangements, check-in, vendor relations, printed and digital signage, and place cards/name tags.

Maintain special events inbox and track RSVPs; provide documentation for gift entry; facilitate invitation list queries via Raiser's Edge; draft and send acknowledgements; distribute RSVP and financial reports; conduct email and phone follow ups to invited guests.

Work cross-departmentally to route creative concepts and obtain approvals for printed and digital invitations and event materials, social media, and web content.

In collaboration with the Development team, create donor look books and profiles through prospect research and data analysis.

Collaborate with the Finance team to manage the reconciliation of expenses and revenue; ensure timely payments to vendors by managing invoices and vendor contracts.

Work with the Communications team and outside vendors on virtual components of hybrid and all-virtual events.

Coordinate event calendar on behalf of the Development team, in collaboration with President and CEO's office, and the Programs and Communication teams.

Analyze event trends, audience reach, and successes to support increased event growth year-over-year; create post-event summaries and analysis.

Maintain event resource lists and special events records (digital and physical), including preferred venues, caterers, designers, and in-kind donors.

Qualifications

Minimum of one year of experience planning special events, preferably for non-profits

Bachelor's degree

Computer fluency in Microsoft environment (Outlook, Word, Excel, and PowerPoint); strong database skills (Raiser's Edge preferred)

Skills

Highly organized and detail oriented with a demonstrated ability to manage multiple priorities and projects, and meet deadlines in a fast-paced environment.

Excellent oral and written communication skills and demonstrated ability to articulate complex ideas clearly, accurately, and concisely.

Exceptional interpersonal skills with a collaborative approach to work with staff at all organizational levels.

A true team player with a willingness to help others.

Ability to respond and plan for evolving event tastes to maintain core audience while refreshing events annually.

Ability to compile, report, and analyze information succinctly.

Ability to work nights and occasional weekends.

Compensation

The World Monuments Fund offers a comprehensive and highly competitive compensation and benefits package, including paid time off, wellness and sick time off, holiday time off, and a multitude of other insurance benefits such as medical, dental, vision, life insurance, and a fully comprehensive retirement plan, and the opportunity to work hybrid as workload necessitates. The salary for this position is $67,500 annually.

How to apply

Only those whose applications are being considered will be contacted. No phone calls please.

World Monuments Fund is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender, genetics, creed, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local laws.

As a New York State at-will employer, World Monuments Fund also complies with all relevant employment laws in the jurisdictions where it operates. This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, and development.