Development Special Events Coordinator

MFAH•Houston, TX

19h•Onsite

About The Position

The Development Special Events (DSE) team is seeking a highly motivated and creative Coordinator to join our collaborative and fast-paced team. The DSE team produces three primary categories of events — fundraising, stewardship, and VIP rentals — totaling more than 30 events annually. This role will focus primarily on supporting and coordinating the museum’s fundraising events as its core day-to-day responsibility, including approximately 7–9 major fundraising events each year, while also providing support across other areas of the DSE team and the broader Development office. This position works at the direction of the Senior Development Officer, Special Events. Responsible for working in tandem with the Senior Development Officer, Special Events to plan and execute all facets of fundraising events to ensure smooth functioning of events from inception to completion. The Development Special Events Coordinator serves as invaluable support to the rest of the Development Special Events team that executes over 30 events a year.

Requirements

Meticulous attention to detail and follow-through with strong organizational skills.
Must be highly motivated.
Must be able to work independently but also within a close team environment.
Must have a high degree of creativity.
Word processing skills (Microsoft Word/Excel/Outlook).
Strong verbal and written communications skills.
Commitment to routinely go above and beyond expectations.
Sound judgment and decision making.
Strong project management skills.
Must be able to work nights and weekends, as needed.
Must have a high level of energy with the ability to work under pressure, meet deadlines, achieve goals, prioritize tasks, memory recall, and manage multiple tasks while working within a budget.
Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.
Bachelor’s Degree required.
Three or more years in event planning and implementation, with experience in fundraising preferred.
Proven track record in special events planning and implementation and/or project management.
Experience providing programs of excellence and outstanding customer service.
Experience working in an office environment required.

Nice To Haves

Experience with software systems (D365, Tessitura, EMS) a plus.

Responsibilities

Planning fundraising events as requested by the Senior Development Officer, as both an event lead and co-lead. The 7-9 fundraising events per fiscal year raise between $5 and $7 million dollars.
Planning stewardship events as requested by the Senior Development Officer.
Providing on-site assistance with fundraising events, stewardship events, patron group events, external events, etc.
Providing assistance and advice for external events, patron group events, stewardship events as requested.
Coordinate vendors such as catering, photography, entertainment, décor, rentals, audio-visual, etc.
Coordinate event logistics and timeline
Develop and maintain event budgets
Assist with décor ideas and selections
Create layouts and update during the planning process
Work with graphics, administration offices, and development to draft, approve, and create invitations
Compile guest lists and invitation lists from multiple sources
Coordinate with the Associate to create mailing lists, follow up lists, host committee lists, and check proper listings of donors
Print and mail/assist with printing and mailing of save the dates, host committee letters, underwriter letters, invitations, etc., as needed for each event
Maintain RSVPs for events
Draft correspondence to donors, including host committee letters, underwriter letters, follow up emails, etc., as needed
Work with chairmen to manage expectations
Actively participate in meetings with chairmen, vendors, and internal museum departments
Prepare documents for meetings with internal departments, chairmen, vendors, etc.
Submit internal event paperwork and keep lines of communication open between relevant departments and vendors
Work with other key departments to plan and execute all facets of events, and to ensure smooth functioning of events from inception to completion
Work with the communications team on an event press plan, drafting necessary press announcements, and selecting images for press releases
Coordinate and manage the flow of the event and the guest experience
Coordinate “behind the scenes” activities during the event: observe and assist with guest arrival process, adjust seating/tables and troubleshoot as necessary, coordinate with caterer and beverage staff, assure event flows smoothly and runs on time, etc.
Provide on-site support for front-line staff at the event
Troubleshoot problems as they arise, both before, during, and after events
Maintain donor relationships, in particular with fundraising event chairs
Ensure timely submission of invoices, tracks and adheres to budgets for assigned events
Create fundraising reports to track where an event compares to previous years, and follow up with donors, as needed
Develop and maintain historical data and information for event analysis
Field event questions and phone calls; miscellaneous errand running as needed