Special Events Coordinator

Studio Museum in Harlem•New York, NY

3d•$32 - $34•Onsite

About The Position

Reporting to the Director of Events and Integrated Sales, working closely with colleagues in Development and other departments across Studio Museum, as well as external clients, the Special Events Coordinator contributes to event operations, donor stewardship, and administrative coordination. The position regularly interacts with donors, vendors, and internal stakeholders while supporting multiple events throughout the season. Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events.

Requirements

Strong written and verbal communication skills with exceptional attention to detail
Proficiency with Microsoft 365 applications and donor database systems such as Tessitura or similar, including experience with electronic Word mail merges
Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after events
Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
Customer service orientation and ability to remain calm, flexible, and solution- focused during live events and changing circumstances
Availability to work occasional evenings, weekends, and early mornings in alignment with the event calendar
Skilled at anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up
2+ years of professional experience in fundraising, development, events, or administrative support
Experience supporting donor, customer, constituent, or stakeholder-facing activities

Nice To Haves

Experience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferred
Bachelor’s degree in arts administration, hospitality management, or a related field, or additional professional certification, is a plus

Responsibilities

Support planning and execution of two pillar fundraising events and additional cultivation events as well as external events of a busy facilities venue rental program
Coordinate with vendors, internal and external stakeholders to support successful event execution
Support sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, and timely follow-up
Manage event guest lists, response tracking, and donor follow-up activities
Maintain seating data, mailing lists, and event-related databases
Manage calendars, supplies, invoice processing, and other administrative functions
Track fundraising progress, donations, pledges, acknowledgements, and reporting activities
Draft event collateral, including invitations, programs, place cards, and supporting materials
Assist with event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentation
Coordinate event production details such as floor plans, catering, audiovisual needs, signage, décor, transportation, security, setup, breakdown, and staffing assignments
Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
Provide onsite event registration and guest experience support