Coordinator, Special Events

Westchester Medical Center•Valhalla, NY

About The Position

The Event Coordinator supports the Development Office in planning and executing fundraising and stewardship events across the Westchester Medical Center Health Network. Reporting to the Manager, Special Events, the Coordinator assists with logistics, communications, and production for signature events such as galas, golf tournaments, walks, receptions, and cultivation activities. The role coordinates assigned event components, supports vendor and volunteer management, maintains accurate event records, and provides customer service to donors, sponsors, and guests.

Requirements

1–3 years of experience in event coordination, development, or a related field.
Experience in a nonprofit environment.
High school diploma or equivalent.
Strong organizational skills and ability to manage multiple projects and deadlines.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office.
Strong interpersonal skills and ability to work effectively with staff, donors, vendors, and volunteers.
Attention to detail and commitment to high-quality work.
Flexibility to work evenings and weekends as required.
Ability to support event setup and breakdown, including moving tables, chairs, signage, and supplies.

Nice To Haves

Bachelor’s degree.
Experience with Salesforce, Classy, or similar event or fundraising platforms.

Responsibilities

Assist the Manager, Special Events with executing fundraising, cultivation, and stewardship events.
Provide administrative and logistical support, including timelines, checklists, seating, silent auctions, raffles, and event-day coordination.
Communicate with vendors to secure proposals, confirm details, process contracts, and track invoices.
Maintain event information in Salesforce and other databases, including donor history, guest attendance, and sponsorship records.
Collaborate with Marketing and Development staff to create invitations, programs, signage, e-blasts, and website content.
Support the recruitment, training, and coordination of event volunteers.
Prepare and track solicitation lists, sponsorship outreach, and follow-up activities with the development team.
Assist with donor and sponsor stewardship, including acknowledgments, reporting, and recognition opportunities.
Provide on-site event support, including setup, registration, guest relations, and breakdown.
Perform other duties and special projects as assigned.