Event Coordinator

Benefits:

Opportunity for advancement

Signing bonus

Training & development

About CARE USA

CARE is a leading global humanitarian organization fighting global poverty and standing with women and girls around the world to defeat poverty and achieve social justice. The Event Coordinator will play a vital role in supporting CARE's mission by planning and executing high-impact events that engage and inspire our key stakeholders, including major donors, corporate partners, and advocacy leaders.

Position Summary

The Event Coordinator is responsible for the end-to-end planning, logistical execution, and post-event analysis of various CARE USA events. This includes donor stewardship dinners, high-profile speaker series, fundraising galas, national conferences, and advocacy events. This role requires a highly organized, detail-oriented, and dynamic professional who can manage complex logistics while ensuring the event experience powerfully reflects CARE's mission and commitment to fighting global poverty.

🔑 Key Responsibilities

1. Event Planning and Execution (70%)

Logistics Management: Manage all event logistics, including venue selection, contract negotiation, vendor management (catering, A/V, décor, security, etc.), travel arrangements, and accommodation bookings.

Budget Oversight: Develop, manage, and track event budgets, ensuring all activities are executed within fiscal guidelines and maximizing ROI.

Timeline and Task Management: Create and manage detailed event timelines, production schedules, and planning documents, coordinating tasks across internal departments (Development, Communications, Programs).

Speaker & VIP Coordination: Coordinate travel, briefing materials, on-site support, and schedules for high-profile speakers, VIPs, and senior leadership (CEO, Board Members).

Technical Production: Oversee all technical aspects of events, including hybrid/virtual event platforms, A/V requirements, lighting, and stage management.

2. Stakeholder Engagement and Communications (20%)

Guest Management: Manage the full guest experience, including invitation development (in collaboration with Communications), registration tracking, seating charts, and on-site check-in processes.

Branding & Materials: Ensure all event materials (signage, programs, presentations, takeaways) align with CARE's brand guidelines and effectively communicate the mission.

Vendor Relations: Cultivate and maintain strong, professional relationships with all external vendors and partners.

3. Post-Event and Administrative Duties (10%)

Reporting: Conduct thorough post-event evaluations, including financial reconciliation, vendor debriefs, guest feedback analysis, and measurable results against event objectives.

CRM Management: Ensure timely and accurate entry of all event-related data, contacts, and donor interaction details into the CRM system (e.g., Salesforce, Raiser's Edge) for stewardship follow-up.

SOP Development: Contribute to the development and refinement of standardized event planning processes and best practices for the organization.

✅ Qualifications

Experience: entry-level in professional event planning and coordination, ideally within a non-profit, foundation, or large corporate setting

Detail Orientation: Exceptional attention to detail and a commitment to producing high-quality, flawless events.

Budget Management: Strong fiscal responsibility and experience negotiating contracts and managing five to six-figure budgets.

Interpersonal Communication: Excellent written and verbal communication skills, with the ability to professionally interact with senior leaders, major donors, and international partners.

Flexibility & Resilience: Proven ability to anticipate issues, problem-solve rapidly under pressure, and manage unexpected changes with a positive attitude.

Mission Alignment: A genuine commitment to CARE's humanitarian mission and core values.