Coordinator, Special Events

The Woodruff Arts Center

3d•Onsite

About The Position

Reporting to the Director, Special Events, the Coordinator, Special Events plays a vital role in supporting the High Museum of Art’s Special Events team through detailed administrative, operational, and logistical work. This position ensures the seamless behind-the-scenes execution of the department’s major fundraisers including: The High Museum of Art Wine Auction, the Driskell Prize Gala, Paladin Dinner, and other stewardship and cultivation events as needed. The ideal candidate is highly organized, detail-oriented, collaborative, and encompasses strong written and oral communication skills.

Requirements

Strong administrative and organizational skills, including scheduling, calendar management, and office operations
Proficiency in Tessitura and Microsoft Office for list management, data entry, and communication
Ability to manage multiple timelines and priorities while supporting event logistics and production
Experience in coordinating volunteer engagement and event material preparation
Team-oriented, flexible, and able to collaborate effectively across departments
Comfortable working evenings and weekends as needed for event support
Bachelor’s degree in Hospitality, Arts Administration, Marketing, Communications, or other relevant disciplines
Minimum of 2–3 years of professional experience in event coordination, fundraising nonprofit administration, or a related field
Experience working with CRM or event management databases (Tessitura preferred) is highly desirable
Equivalent combinations of education and experience will be considered
Excellent written and verbal communication skills, with a concierge-style approach to guest and donor interactions
Must possess basic math skills, including the ability to calculate budgets, percentages, and quantities needed for event planning and execution.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 20 pounds at times.

Nice To Haves

Experience working with CRM or event management databases (Tessitura preferred)

Responsibilities

Provide day-to-day administrative and logistical support for the Special Events team, including scheduling meetings, maintaining internal calendars, and office supply management.
Support financial workflows for Special Events by processing vendor payments, filing invoices, and coordinating team related reimbursements and expenses in a timely and accurate manner.
Pull customized financial and event-related reports as needed by the Special Events team, ensuring the accuracy and clarity of information for internal use.
Support guest list workflows by pulling and maintaining invitation lists in Tessitura and Excel.
Coordinate aspects of digital and print invitation deployments and mailings as directed by event leads.
Track RSVPs for select events providing professional, concierge style responses to donor inquiries and guest submissions.
Serve in on-site event roles including check-in, guest wayfinding, and other assignments, ensuring a warm and welcoming experience for donors and special guests.
Support event leads with the planning and execution of donor-focused, mission-aligned events by coordinating logistics such as timelines, vendor communication, venue setup, and event prep and follow-up.
Manage event materials and supplies, including maintaining inventory, and preparing necessary items for on- and off-site events.
Assist the Manager, Special Events with volunteer coordination for select events by managing assignments, schedules, and communication to help ensure a seamless volunteer experience.

Benefits

Health Insurance
Life and AD&D
Dental
Vision
Short Term Disability
Long Term Disability
Flexible Spending Account
Employee Assistance Plan
403b (with employer match!)
Financial Wellness Program
Public Service Loan Forgiveness Program
Paid Time Off
Paid Holidays (including employee’s birthday!)
Discounts and complimentary offers to visit the High Museum, Alliance Theatre and Atlanta Symphony Orchestra.