Coordinator, Special Events

Westchester Medical Center Health Network; Town of Mount Pleasant (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Westchester Medical Center Health Network is seeking an Event Coordinator to support the Development Office in planning and executing fundraising events across our network. You will manage logistics, communications, and production for galas, golf tournaments, walks, and receptions, ensuring a smooth donor experience.

Reporting to the Manager, Special Events, you will coordinate event components, work with vendors and volunteers, and maintain accurate records in Salesforce.

Qualifications

• 1–3 years of experience in event coordination or related field.
• Experience in nonprofit environment preferred.
• Proficiency with event management tools and databases.

Responsibilities

• Assist the Manager, Special Events with the execution of fundraising, cultivation, and stewardship events.
• Provide administrative and logistical support for events including timelines, checklists, seating, silent auctions, raffles, and event-day coordination.
• Communicate with vendors to secure proposals, confirm details, process contracts, and track invoices.
• Maintain accurate event information in Salesforce and other databases, including donor history, guest attendance, and sponsorship records.
• Collaborate with Marketing and Development staff to create event materials such as invitations, programs, signage, e-blasts, and website content.
• Support the recruitment, training, and coordination of event volunteers.
• Prepare and track solicitation lists, sponsorship outreach, and follow-up activities in partnership with the development team.
• Assist with donor and sponsor stewardship, including acknowledgments, reporting, and recognition opportunities.
• Provide on-site event support, including set-up, registration, guest relations, and event breakdown.
• Perform other duties and special projects as assigned.

Skills

Organization

Communication

Interpersonal skills

Attention to detail

Evenings & weekends

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office

Salesforce

Classy

Job description

Job Summary:

The Event Coordinator will support the Development Office in the planning and execution of fundraising and stewardship events across the Westchester Medical Center Health Network. Reporting to the Manager, Special Events, the Coordinator will assist with the logistics, communications, and production of signature events, including galas, golf tournaments, walks, receptions, and cultivation activities. This role is responsible for coordinating assigned event components, supporting vendor and volunteer management, maintaining accurate event records, and ensuring a high level of customer service to donors, sponsors, and guests.

Responsibilities:

• Assist the Manager, Special Events with the execution of fundraising, cultivation, and stewardship events.
• Provide administrative and logistical support for events including timelines, checklists, seating, silent auctions, raffles, and event-day coordination.
• Communicate with vendors to secure proposals, confirm details, process contracts, and track invoices.
• Maintain accurate event information in Salesforce and other databases, including donor history, guest attendance, and sponsorship records.
• Collaborate with Marketing and Development staff to create event materials such as invitations, programs, signage, e-blasts, and website content.
• Support the recruitment, training, and coordination of event volunteers.
• Prepare and track solicitation lists, sponsorship outreach, and follow-up activities in partnership with the development team.
• Assist with donor and sponsor stewardship, including acknowledgments, reporting, and recognition opportunities.
• Provide on-site event support, including set-up, registration, guest relations, and event breakdown.
• Perform other duties and special projects as assigned.

Qualifications:

Experience:

• 1–3 years of experience in event coordination, development, or related field, required
• Experience nonprofit environment, required

Education:

• High School Diploma or Equivalent, required
• Bachelor’s Degree, preferred

Licenses / Certifications:

N/A

Other:

• Strong organizational skills with ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office; experience with Salesforce, Classy, or similar event/fundraising platforms preferred.
• Strong interpersonal skills and ability to work effectively with staff, donors, vendors, and volunteers.
• Attention to detail and commitment to high-quality work.
• Flexibility to work evenings and weekends as required. Must be able to support event set-up and breakdown, including moving tables, chairs, signage, and supplies.