Development Events Coordinator (Temporary)

Responsibilities

• Provide hands-on project management and production support for The Very ’Rary and Art Dinner.
• Quickly become familiar with existing event plans, timelines, budgets, contracts, vendor relationships, and outstanding deliverables.
• Maintain event timelines, production schedules, task lists, run-of-show documents, and other planning materials.
• Track deadlines and deliverables across internal teams, vendors, and event partners, proactively identifying gaps and resolving issues.
• Coordinate event logistics, including layouts, guest flow, rentals, equipment, deliveries, staffing, load-in, and load-out.
• Support contingency planning and troubleshoot production and logistical challenges before and during events.
• Serve as a key point of contact for assigned vendors, contractors, sponsors, and event partners.
• Coordinate schedules, deliverables, access, contracts, invoices, and logistical requirements.
• Coordinate in-kind partners and donated goods or services, including delivery, placement, and recognition.
• Track and fulfill sponsorship benefits, including signage, activations, tickets, hospitality, recognition, and other contractual commitments.
• Partner with the Advancement team to ensure sponsors and event partners receive a high-quality, well-coordinated experience.
• Assist with event budget tracking, invoices, expenses, payments, and outstanding financial commitments.
• Maintain organized event files, vendor documentation, contracts, and production materials.
• Support post-event reconciliation, documentation, and wrap-up.
• Provide significant on-site support during event production, load-in, execution, and load-out.
• Oversee assigned areas of event operations and coordinate staff, volunteers, vendors, and contractors.
• Troubleshoot issues in real time and help ensure a seamless, polished experience for guests, donors, sponsors, and partners.

Requirements

• 3+ years of professional experience in event management, event production, fundraising events, hospitality, or a related field.
• Demonstrated experience managing complex events involving multiple vendors, stakeholders, deadlines, budgets, and logistical requirements.
• Strong project management and organizational skills, with exceptional attention to detail and follow-through.
• Ability to quickly step into active projects, assess priorities, and move work forward with
• Strong communication, problem-solving, and interpersonal skills, with the ability to remain calm and adaptable under pressure.
• A hands-on, collaborative approach and willingness to jump in wherever needed.
• Strong aesthetic sensibility and commitment to exceptional guest experiences.
• Proficiency with Microsoft Office, Google Workspace, and/or project management platforms; experience with Teamwork or similar software is a plus.
• Availability to work evenings and weekends as required by the event schedule.