Special Events Coordinator

Boys & Girls Clubs of Boston•Boston, MA

20h•Hybrid

About The Position

Reporting to the Director of Special Events, the Special Events Coordinator plays a key role in supporting the planning and execution of Boys & Girls Clubs of Boston’s fundraising, cultivation, and stewardship events. In this highly collaborative role, the coordinator manages event logistics, timelines, RSVP tracking, event collateral, onsite event support, and general event administrative tasks to help achieve BGCB’s strategic fundraising goals, build brand awareness, and engage a broad spectrum of donors, volunteers, and community partners. Working closely with the Special Events team and the Marketing staff, this role supports the successful execution of BGCB’s signature events, including Annual Dinner, and House Party, as well as a variety of club events across the organization. Additionally, this role provides administrative and event support to the AVP of Business Development and Events by managing schedules, coordinating communications and meetings, supporting donor and sponsor relations, and assisting with event follow-up tasks.

Requirements

Self-motivated and resourceful with superior organizational and time management skills.
Excellent interpersonal skills and ability to work collaboratively across departments
Must be a team player with the ability to work independently.
Attention to detail and ability to manage multiple projects is critical.
Ability to solve problems on the spot and respond with tact, diplomacy, and poise.
Ability to represent BGCB at fundraising events and meetings.
Proven experience working with and managing vendors.
Solid writing and verbal communication skills.
Ability to maintain a high level of donor and organization confidentiality.
Willingness to work occasional evenings as event and project deadlines dictate.
Able to travel to off-site Clubs, meetings, and events regularly.
Must be willing to join a quick-paced energetic Development team, and work with a group of talented, committed volunteers.
Strong computer skills
Strong Excel and Microsoft Office skills

Nice To Haves

Bachelor's degree (strongly preferred)
1-2 years’ experience in development, communications, public relations, marketing and/or event management.
Knowledge of Microsoft Office, Raiser’s Edge and design software (strongly preferred)

Responsibilities

Maintains and implements organization-wide event standards and procedures.
With Director of Special Events, oversees planning timelines and task assignments for assigned events and helps ensure deadlines are met.
Assists with the development and maintenance of event systems, timelines, protocols, and best practices to ensure all BGCB events are high-quality, mission-driven experiences.
Assists with onsite event production, setup, execution, and post-event cleanup as necessary.
Supports the planning and execution of BGCB’s signature events, including Annual Dinner, and House Party.
Works closely with the Director of Special Events, and Development Operations staff to ensure event programming, messaging, logistics, and details align with organizational goals.
Provides administrative and logistical support to the AVP of Business Development and Events, including meeting coordination, calendar support, donor and sponsor communications, preparation of materials, and event follow-up assignments.
Collaborates with BGCB’s Development Operations Team to produce and manage invitation, RSVP, sponsorship, and guest tracking processes for assigned events.
Supports Club Leadership with the planning and marketing of their local events to maximize their fundraising efforts.
Works with BGCB leadership and volunteer committees as assigned, ensuring committee members have the resources and information necessary to support fundraising efforts.
Coordinates and communicates event logistics for assigned fundraising, cultivation, and stewardship events to attendees, vendors, volunteers, and BGCB team members.
Assists with volunteer coordination for events, including communication, scheduling, onsite support, and follow-up.
Provides excellent customer service to event attendees, donors, sponsors, volunteers, and community partners.
Tracks event revenue and ensure timely data entry, financial transactions, invoicing, sponsorship tracking, gift acknowledgements, and reporting.
Manages monthly event-related expenses by tracking and submitting receipts and documentation to the Finance Team in a timely manner.
Manages event data and guest tracking in Raisers’ Edge NXT, including RSVPs, seating, sponsorships, and table assignments.
Special projects as assigned