Events Coordinator

Events Coordinator2026-06-24T15:45:33-04:00

Events Coordinator

Statement of Basic Function

Reporting to the Events Manager, the Events Coordinator supports the Events Team in the planning, execution, and post‑event follow‑up for all fundraising events.

Responsibilities

  • Event Planning Support — Supports the Events Team in planning, organizing, coordinating, promoting, and executing special events, including the Annual Gala and other fundraising and mission‑driven initiatives.
  • Event Documentation — Assists the Events Manager with coordinating and tracking event details, timelines, run‑of‑show documents, diagrams, and reports.
  • In‑Kind Donations & Vendor Outreach — Researches and helps solicit companies for in‑kind donations and event vendors.
  • Administrative Event Support — Provides administrative support, including preparing and tracking check requests, ordering event supplies, maintaining inventory of donated items, managing mail merges and mailings, packing and unpacking event supplies and auction items, and updating excel reports and PowerPoint presentations
  • Participant Support — Assists event participants with fundraising and website inquiries and sends automated email templates as needed.
  • Cross‑Functional Collaboration — Works with internal departments (Creative/Graphics, Communications, Shelter Operations, Web, and others) to promote events and ensure consistent, professional representation of the organization’s brand in accordance with approved guidelines and style standards.
  • Post‑Event Follow‑Up — Assists with follow‑up communications with vendors, sponsors, participants, and guests.
  • Event Attendance — Attends offsite events, including those occurring after regular business hours and in New York City.

Requirements

  1. 1–2 years of experience, including internships, non-profit, volunteer work, in event coordination, planning, or a related field.
  2. Bachelor’s degree preferred.
  3. Ability to build positive professional relationships and communicate clearly and courteously with internal teams and external partners.
  4. Strong problem‑solving skills with the ability to work independently and adapt in a fast‑paced, deadline‑driven environment especially leading up to events.
  5. Excellent organizational skills with strong attention to detail.
  6. Basic event planning and project coordination skills; experience managing timelines and logistics is a plus.
  7. Ability to collaborate with and coordinate team members and volunteers in support of event execution.
  8. Strong written and verbal communication skills.
  9. Professional phone etiquette and customer service skills.
  10. Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with Canva, Constant Contact, and Monday.com preferred. Experience with InDesign and event management platforms such as OneCause is a plus.
  11. Ability to manage multiple projects simultaneously while responding to changing priorities and deadlines.
  12. Availability to work occasional evenings and weekends as required by event schedules.
  13. Comfortable working around dogs and cats.
  14. Ability to lift and carry items weighing 25 pounds or more.
  15. Interest in nonprofit work or prior nonprofit event experience preferred.
  16. This position is full-time 5 days/40 hours per week. On-site at our Port Washington location

Hourly pay rate is $30.00

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