Special Events Coordinator

Studio Museum in Harlem
New York
Workplace: OnsiteFull timeUSD 32 - 34 hourlyFunction: Executive & General ManagementExperience: 2+ yearsEducation: bachelorsSkills: ["Attention to detail","Communication","Confidentiality","Organization","Customer service orientation"]

Coordinate and support multiple fundraising and external events for a major arts institution, handling end-to-end event operations, donor stewardship, and administrative logistics. Work closely with internal teams and external vendors to manage guest lists, communications, databases, budgets, invoicing, contracts, and compliance. Prepare event collateral, assist with on-site registration and guest experience, and deliver post-event summaries with attendance and revenue reconciliation.

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FursaFursa
Studio Museum in Harlem
Studio Museum in Harlem
1 month ago

Special Events Coordinator

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Source: Company careers pageValidated by: Fursa AI
Last checked: 55 minutes agoStatus: Live

Job Summary

Coordinate and support multiple fundraising and external events for a major arts institution, handling end-to-end event operations, donor stewardship, and administrative logistics. Work closely with internal teams and external vendors to manage guest lists, communications, databases, budgets, invoicing, contracts, and compliance. Prepare event collateral, assist with on-site registration and guest experience, and deliver post-event summaries with attendance and revenue reconciliation.
Location: New York
Workplace: Onsite
Employment Type: Full time
Job Function: Executive & General Management
Seniority: Entry level

Key Responsibilities

  • •Support planning and execution of two pillar fundraising events, plus additional cultivation and external events for a busy facilities venue rental program
  • •Coordinate vendors and internal/external stakeholders to ensure successful event execution
  • •Manage sponsor/host/committee/trustee/donor communications and handle meeting preparation, agendas, materials, and timely follow-up
  • •Maintain event guest lists, response tracking, donor follow-up activities, seating data, mailing lists, and event-related databases
  • •Handle event logistics and administration including collateral creation, budgets/expense tracking, invoicing/invoice reconciliation, contracts, permits, and post-event summaries

Pay and Benefits

Salary: USD 32 - 34 hourly
Perks:MedicalDentalLife InsuranceLong-term DisabilityRetirement AccountPaid Leave

Key Requirements

  • •2+ years of professional experience in fundraising, development, events, or administrative support
  • •Bachelor’s degree in arts administration, hospitality management, or a related field (or additional professional certification)
  • •Strong written and verbal communication with exceptional attention to detail
  • •Proficiency with Microsoft 365 applications and donor database systems such as Tessitura, including electronic Word mail merges
  • •Ability to manage multiple priorities and meet deadlines in a fast-paced environment, with flexibility for occasional evenings/weekends
Experience:2+ yearsFundraisingDevelopmentEvents
Education:Bachelor's in arts administration, hospitality management, or a related field
Skills:Attention to detailCommunicationConfidentialityOrganizationCustomer service orientation
Tech Stack:Microsoft 365TessituraWordMail mergeEvent registrationTicketingRSVP trackingSeatingAuction platforms

Company Brief

Studio Museum in Harlem
Contemporary art museum in Harlem presenting exhibitions, artist residencies, and public programs focused on Black artists and communities. It advances creativity and cultural dialogue through exhibitions, education, and community engagement.
Industry: Museums & Heritage
Company Size: Medium (51 to 250 employees)
Growth: Nonprofit & NGO
Funding: Grant Funded
Headquarters: New York City, United States
Founded: 1968
WebsiteLinkedIn