Coordinator, Development and Events
About The Position
The Coordinator, Development and Events supports fundraising and event activities at Ronald McDonald House New York (RMH-NY). Working closely with the Development team, the role provides hands-on administrative and logistical support for donor and constituent events, including receptions, House tours, stewardship gatherings, cultivation events, and donor or supporter gatherings. The Coordinator manages event details such as guest lists, RSVPs, guest biographies and briefing materials, logistics, and day-of support. Between events, the role assists with development operations, donor correspondence and acknowledgments, campaign and appeal support, database maintenance, and reporting. The position also supports third-party and peer-to-peer fundraising, gift processing, donor collateral, and Salesforce data and reporting. It is a hybrid role that typically requires three days per week on-site at the House, with the schedule subject to organizational needs. Occasional evening, weekend, and holiday work may be required, as may occasional local travel. The work is primarily office-based in a hospitality environment, with some standing, walking, light lifting, and extended periods on one's feet during major events. The House operates 24 hours a day, seven days a week; the work environment is generally moderate to loud and the role is based in a facility that provides temporary accommodation to pediatric patients and their families. RMH-NY states that workers are not expected to receive radiation exposure above the general public limit of 100 millirem per year.
Requirements
- Bachelor’s degree or equivalent professional experience.
- Two to five years of experience in development, events, or a comparable coordination role.
- Demonstrated experience supporting events from planning through execution, including guest-list and RSVP management.
- Excellent written and verbal communication skills and strong attention to detail and proofreading ability.
- Exceptional organizational skills and ability to manage multiple events and deadlines.
- Warm, service-oriented, and poised interactions with donors, board members, volunteers, families, and vendors.
- Discretion and sound judgment when handling confidential donor, family, and organizational information.
- Availability to work occasional evenings and weekends as the event calendar requires.
Nice To Haves
- Nonprofit experience.
- Experience with Salesforce or a comparable CRM; comfort learning new systems quickly.
- Proficiency with Microsoft Office, particularly Excel and Word, including mail merge.
- Familiarity with event and email platforms such as Classy and Marketing Cloud, and design systems such as Canva.
- Occasional local travel availability.
Responsibilities
- Provide administrative and logistical support for events at RMH-NY, including donor receptions, House tours, corporate and volunteer group visits, and stewardship gatherings.
- Support small offsite cultivation events and third-party fundraisers.
- Coordinate room reservations and setup, catering, AV needs, signage, and printed materials.
- Liaise with vendors and internal departments to confirm event requirements, timing, and access.
- Maintain the master development events calendar and organize event run-of-show documents, timelines, and checklists.
- Provide day-of event support, including setup, check-in and registration, guest greeting, and post-event breakdown.
- Track event expenses, process vendor invoices and expense reports, and maintain event budget records.
- Complete post-event follow-up, including acknowledgments, attendance reconciliation, data entry, and recap notes.
- Build, maintain, and update guest and invitation lists, ensuring names, titles, affiliations, and contact information are accurate.
- Manage invitations and RSVPs, coordinate mailings and e-invitations, track responses, manage waitlists, and produce attendance reports.
- Research and draft guest biographies and briefing documents for leadership, board members, and event hosts.
- Prepare seating and table assignments, place cards, check-in lists, and other guest-facing materials.
- Respond to guest inquiries and serve as a welcoming point of contact for donors, board members, and VIP guests.
- Create and maintain third-party and peer-to-peer fundraising pages; support setup and customization, troubleshoot, monitor page activity, and help ensure gifts and participant data flow accurately into Salesforce.
- Support donor collateral and appeals, including mailing-list preparation, mail merges, proofing, and coordination with print and mail vendors.
- Assist with gift processing and acknowledgments, ensuring donations are recorded accurately and thank-you letters and tax receipts are sent promptly.
- Draft and proofread donor correspondence, meeting materials, and presentations with guidance from Development leadership.
- Maintain shared files, templates, and team trackers.
- Enter and maintain constituent, event attendance, and interaction records in Salesforce.
- Run standard reports and list pulls for event planning, campaign execution, and revenue tracking.
- Support data hygiene, including deduplication, address updates, and list cleanup.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
