Senior Coordinator, Special Events Manager

3 weeks ago

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

Event Operations Specialist

Stone Alliance Group is seeking an experienced Event Operations Specialist to join their team. This role will be responsible for managing logistics involved in implementing two major annual East-coast 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 to plan, organize, and coordinate events, focusing 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.
  • 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, 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 West-coast 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.

Requirements:

  • 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 non-profits preferred.

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