Event Planning Coordinator

Job Summary

The Event Planning Coordinator plays a key role in supporting fundraising and special event initiatives by assisting with planning, coordination, and execution of donor-focused events and campaigns. This position works closely with a small, collaborative team and volunteers to manage event logistics, data, financial processes, and administrative support. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering high-quality service to internal and external stakeholders.

Key Responsibilities

Event Logistics

• Assist in planning and executing a variety of donor and fundraising events from start to finish

• Coordinate event logistics including venues, catering, vendors, entertainment, audiovisual needs, and staging

• Research, secure, and manage vendors while ensuring compliance with organizational guidelines

• Implement risk-reduction and safety procedures for all events

• Recruit, schedule, train, and coordinate volunteers

• Attend events to oversee setup, execution, and teardown

• Serve as a primary point of contact for vendors, sponsors, volunteers, and attendees

• Support preparation of accessible digital event communications and materials

• Assist with virtual or hybrid event production, including technical and multimedia support when needed

Event Data Management

• Collect, organize, and maintain comprehensive event data, including guest information, sponsorships, seating, and notes

• Manage auction item data and documentation in compliance with established standards

• Track donations and revenue, ensuring accuracy and timely data entry

• Identify and correct data discrepancies

• Generate reports from multiple systems as required

Financial Support

• Assist with monitoring and managing event budgets

• Review revenue, accounts receivable, and accounts payable reports for accuracy

• Research discrepancies and outstanding balances in collaboration with finance staff

• Process vendor payments, contracts, and invoices through financial systems

• Follow established funds handling and payment processing procedures

Administrative & Support Services

• Maintain regular communication with team members and volunteers to support project goals

• Respond to internal and external inquiries in a timely and professional manner

• Assist with leadership, board, and committee meetings, including logistics and documentation

• Prepare presentations, correspondence, reports, and meeting minutes

• Support special projects and ongoing administrative initiatives as needed

Qualifications

• High school diploma or equivalent required

• Minimum of three (3) years of experience in administrative support, project coordination, and/or event management

• Experience with event planning, organizing, or event management systems preferred

• Proficiency with web conferencing tools (e.g., Zoom, Microsoft Teams)

• Strong ability to manage multiple tasks concurrently and meet deadlines

• Intermediate proficiency in Microsoft Word, Excel, and PowerPoint (advanced skills preferred and may be assessed)

• Strong analytical, decision-making, and problem-solving skills

• Excellent written, proofreading, and verbal communication skills with strong attention to detail

• Ability to work collaboratively in a team environment and interact professionally with diverse stakeholders

• Self-motivated, adaptable, diplomatic, and able to work effectively in a changing environment

• Ability to transport materials and supplies to and from meetings and events and assist with moving equipment when necessary

• Access to reliable transportation

• Must be at least 18 years old and able to pass a background check

Preferred (Not Required)

• Experience in a nonprofit environment

• Experience with digital or virtual event production

• Design experience using tools such as Canva or similar platforms

• Knowledge of basic email marketing concepts

• Experience with reporting or data visualization tools

• Familiarity with collaboration platforms and document management systems

• Experience with vendor negotiation and contract review