Event Coordinator, Development

Monterey Bay Aquarium•Monterey, CA

8d•Onsite

About The Position

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply. Priority deadline for applications is July 19, 2026. Due to the volume of incoming applications, the role may be closed earlier than July 19, 2026. Job Summary: Under general supervision, support Membership and Development events and projects that drive contributed revenue goals, including projects that support major gifts, annual giving, gift planning, and membership; work closely with the leadership team, administrative team, other departments and outside vendors to lead and execute projects; perform other duties as required.

Requirements

Minimum four-year degree or equivalent combination of education, training, and experience in a related field.
Minimum of four years of project management and event planning experience in a non-profit organization, especially in development/fundraising.
Minimum of two years of experience in working with project management tools/platforms (examples: Asana, Wrike, Trello, etc.).
Superb customer service and written/oral communication skills.
Must be comfortable in a fast-paced, high-volume environment.
Must have excellent organizational skills, attention to detail and critical thinking skills.
Excellent computer skills including Microsoft Word and Excel.
Constant sitting, standing, walking, bending.
Occasional unassisted lifting up to 50 lbs.

Responsibilities

Coordinate all member and donor events, including sophisticated, high-level fundraising events such as David Packard Award event, as well as internal Aquarium work group events.
Develop, gather, and present options for key event logistics.
Facilitate leadership decisions (setup, seating assignments, etc.).
Plan out next steps and tasks required.
Coordinate cross-functional internal resources/departments and logistics to ensure accuracy of event details.
Provide onsite supervision of staff to ensure event details are executed according to development specifications.
Schedule and coordinate member and donor communications (e.g. emails, mailings, and SMS) for event invites and details, thank you emails, etc. (e.g., record communications within the CRM with sources, plans and steps, track RSVPs and maintain RSVP reporting.).
Draft and maintain events calendar each year, including reserving the Aquarium, other event sites, and the Executive Director, Board of Trustees, other senior leadership, and program staff as needed.
Provide administrative support for major gift level sponsorship gift solicitations and in-kind sponsorships (e.g., list management, progress reports, etc.).
Coordinate development projects to ensure they are executed timely and successfully (e.g., production of development print materials including Annual Review production and distribution).
Complete and update project plans in project management platform (e.g., event template, etc.).
Track progress and update timelines as needed utilizing project management platform/tool to execute the project successfully within timeline and budget, working with development leadership, staff, and other Aquarium departments including submitting and managing any marketing requests.
Coordinate project and event expenses - work with external vendors to complete master contracts, scopes of work and purchase orders.
With the Annual Giving Manager, monitor expenses and propose adjustments as needed to stay within budget.
Work with vendors to identify and propose cost savings to leadership as appropriate.
Maintain and share financials/cost-benefit analysis.
Facilitate project and event launch and debrief meetings; draft and distribute ongoing project details, logistics notes and final end-of-project reports or post-event summaries with recommendations for future projects.
Assist with the CRM, Ticketing and CMS/eCommerce systems implementation and enhancement for Annual Giving.
Propose and implement process improvements; train staff as needed.