Senior Coordinator Special Events

4 days ago

New York, New York, United States Stone Alliance Group Full time

Event Planning and Coordination Specialist

Stone Alliance Group is seeking a highly organized and detail-oriented Event Planning and Coordination Specialist to join their team. As a key member of the Development department, this individual will be responsible for managing logistics involved in implementing two major annual Eastcoast fundraising events, the Spring Luncheon and Child Advocacy Award Dinner, as well as multiple research-driven events and donor cultivation events throughout the year.

Key Responsibilities:

  • Work with the Special Events team and collaborate with frontline fundraisers to reach or exceed an annual special events fundraising goal of over $8 million.
  • Plan, organize, and coordinate for the Child Advocacy Award Dinner and Spring Luncheon and various other donor cultivation and internal events throughout the year with a focus on creating and refining event systems.
  • Prioritize and manage multiple event timelines and work plans simultaneously, independently following up on deliverables and deadlines as appropriate.
  • Coordinate day-of logistics, collaborating with internal team members, external consultants, and vendors to ensure the seamless execution of each event; serve as onsite point person.
  • Schedule event prep calls and prepare briefings and agendas.
  • Track RSVPs for events, communicating with attendees/donors as required to collect any relevant information.
  • Oversee the process of logging event pledges, donations, and donor correspondence in Salesforce.
  • Work with Development Operations team on preparing select donor correspondence, including pledge reminders and acknowledgement letters.
  • Lead on collaboration of design and development of event website and collateral (e.g. save the date invitation program) and develop and manage complex event communications schedule.
  • Collaborate with Marketing and Clinical Marketing teams on creation of event videos.
  • Provide support to event donor leadership, including tracking of various outreach lists and providing outreach templates and collateral.
  • Serve as the point of contact for event inquiries, responding to general questions or directing inquiries to the appropriate team member.
  • Lead volunteer management for events, including designating responsibilities, conducting meetings, and providing guidance.
  • Facilitate timely payment to event vendors.
  • Interface with Board members, committee members, donors, and VIPs.
  • Review and negotiate contracts for event venues and vendors.
  • Offer mentorship and guidance to Westcoast Special Event Coordinator.
  • Collaborate with Development Communications team on the production of written material for events, including invitations, discussion topics, and questions, and thank you follow-ups.
  • Provide recommendations to Associate Director Special Events and leadership on effective tools and practices that can enhance event efficiency and maximize outcomes.
  • Support Associate Director Special Events to identify new and emerging event technologies and systems to improve event operations.

Qualifications:

  • Bachelor's degree and 5 years special event planning or related work experience.
  • Strong organizational and project management skills; can work under tight deadlines and management of multiple projects simultaneously; impeccable attention to detail.
  • Superior writing, speaking, and interpersonal skills with the ability to work with high-level donors and volunteer constituencies.
  • Experience improving event operations.
  • Experience working both independently and collaborating with others.
  • Ability to work a various schedule that may include evening and weekend events.
  • Commitment to travel throughout the year for events near San Mateo, CA.
  • High energy, enthusiasm, and passion for the mission.
  • Prior experience working for nonprofits preferred.

Special Considerations:

Please upload your CV during the application process.

The anticipated salary range for this position is $70,000 - $85,000 annually. Salary is based on a range of factors that include relevant experience, knowledge, skills, other job-related qualifications, and geography.

The salary range for the position is posted. Factors such as candidates' work experience, education/training, job-related skills, internal peer equity, as well as market and business considerations affect the salary offered within this range. In addition, this salary may be subject to a geographic adjustment (according to a specific city and state and depending on the role) if an authorization is granted to work outside of the location listed in this posting.

Stone Alliance Group is an equal opportunity employer and does not discriminate in employment based on race, religion (including religious dress and grooming practices), color, sex/gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sex stereotype, gender identity/gender expression/transgender (including whether or not you are transitioning or have transitioned), and sexual orientation; national origin (including language use restrictions and possession of a driver's license issued to persons unable to prove their presence in the United States is authorized under federal law Vehicle Code section 12801.9); ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age (40 and over), sexual orientation, military or veteran status, or any other basis protected by federal, state, or local law or ordinance or regulation.

Remote Work:

No

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