Project Coordinator I, Special Events (Office of Development)
About The Position
The Mount Sinai Health System seeks a Project Coordinator, Special Events to provide administrative and project coordination support to the Special Events team within the Development Office. This entry-level role supports the planning and execution of fundraising, stewardship, and cultivation events across the department. Working under the direction of the Director and Senior Director of Special Events and in partnership with event leads, the Project Coordinator contributes to multiple events simultaneously by assisting with logistics, materials, data tracking, and administrative processes. This role does not independently manage events but instead supports team members who oversee event portfolios. This role operates within a hybrid work model, with on-site expectations established in alignment with departmental priorities and evolving organizational guidelines. Employees must reside within a commutable distance of the 42nd Street Midtown NYC office. The role may also require occasional evening or weekend hours.
Requirements
- Bachelors degree required, or equivalent education and work experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to learn fundraising databases; experience with Raiser’s Edge preferred.
- Familiarity with Zoom or similar platforms preferred.
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks with accuracy and follow-through.
- Strong written and verbal communication skills
- Professional demeanor with the ability to interact with internal and external stakeholders.
- Discretion and ability to handle confidential information.
- Ability to work collaboratively in a team environment.
- Flexibility and willingness to support evening or early morning events as needed.
Nice To Haves
- 1 year of experience in project coordination preferred, including internships or administrative/project support roles.
- Interest in events, nonprofit development, or project coordination preferred.
Responsibilities
- Provide project coordination and administrative support across multiple Special Events team initiatives.
- Assist event leads with logistical planning and execution of fundraising, stewardship, and cultivation events.
- Manage vendor contract and invoicing processes, including collecting required documentation, routing for internal approvals, and tracking payment status.
- Support the preparation and coordination of event materials, including invitations, collateral, briefing documents, and run-of-show.
- Assist with guest list management, RSVP tracking, and coordination with the Data team.
- Maintain accurate attendance records and support post-event reconciliation and reporting.
- Coordinate basic logistics with vendors, including outreach, scheduling, and tracking deliverables.
- Prepare and organize event-day materials, including registration lists, name badges, and on-site collateral.
- Provide on-site support for events, including setup, registration, guest assistance, and breakdown.
- Assist with volunteer coordination under the direction of event leads.
- Support pre- and post-event processes, including data entry, and follow-up on outstanding items.
- Maintain and update internal systems, including event calendars, SharePoint, and Raiser’s Edge.
- Maintain organized records of venues, vendors, and event resources.
- Assist with scheduling, internal meeting coordination, and space reservations.
- Provide administrative support to the Senior Director of Special Events, including calendar coordination, meeting preparation, and special projects.
- Perform general administrative duties and other responsibilities as assigned.
Benefits
- The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
