Development Events Coordinator (Temporary)

The Contemporary Austin; Austin (TX); On-site; USD 28,000 - 52,000; Part time

Job summary

The Contemporary Austin is seeking an experienced Temporary Development Events Coordinator to support its two major fundraising events, The Very ’Rary and Art Dinner. The role requires hands-on project management, logistics, vendor coordination, sponsorship fulfillment, and on-site execution at The Contemporary Austin’s campuses.

The ideal candidate will manage multiple priorities, quickly adapt to active projects, and deliver polished, memorable events with a calm, detail-oriented approach.

Qualifications

• 3+ years of professional experience in event management or related field.
• Experience managing complex events with multiple vendors, deadlines, and budgets.
• Strong project management and organizational skills with attention to detail.
• Ability to step into active projects and move work forward with minimal supervision.
• Strong communication and interpersonal skills, able to stay calm under pressure.
• Hands-on, collaborative approach and willingness to jump in wherever needed.
• Willingness to work evenings and weekends as required by the event schedule.

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.

Skills

Event management

Budgeting

Vendor coordination

Project management

Communication

Interpersonal skills

Calm under pressure

Teamwork

Tools

Microsoft Office

Google Workspace

Teamwork

Job description

Job Summary

The Contemporary Austin is seeking an experienced, highly organized Temporary DevelopmentEvents Coordinator to provide immediate support for the museum’s two largest annualfundraising events: The Very ’Rary (October 18) and Art Dinner (November 7).Working closely with the Director of Advancement, Senior Manager of Development Events, and

Development team, this role will provide hands-on project management and event productionsupport, including logistics, vendor coordination, sponsorship fulfillment, and on-site execution.The ideal candidate is an experienced event professional who can quickly step into active

projects, manage multiple priorities, anticipate needs, solve problems in real time, and helpdeliver polished, memorable event experiences. This role is well suited for someone who isresourceful, detail-oriented, calm under pressure, and comfortable taking ownership withminimal supervision.

Key Responsibilities

Event Planning & Production

• 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, vendorrelationships, and outstanding deliverables.
• Maintain event timelines, production schedules, task lists, run-of-show documents, andother 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 challengesbefore and during events.

Vendor, Partner & Sponsorship Coordination

• Serve as a key point of contact for assigned vendors, contractors, sponsors, and eventpartners.
• Coordinate schedules, deliverables, access, contracts, invoices, and logisticalrequirements.
• 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.

Budget & Administration

• Assist with event budget tracking, invoices, expenses, payments, and outstandingfinancial commitments.
• Maintain organized event files, vendor documentation, contracts, and productionmaterials.
• Support post-event reconciliation, documentation, and wrap-up.

On-Site Event Execution

• Provide significant on-site support during event production, load-in, execution, andload-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 forguests, donors, sponsors, and partners.

Qualifications

• 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 todetail and follow-through.
• Ability to quickly step into active projects, assess priorities, and move work forward with minimal supervision.
• Strong communication, problem-solving, and interpersonal skills, with the ability toremain 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 managementplatforms; experience with Teamwork or similar software is a plus.
• Availability to work evenings and weekends as required by the event schedule.

Work Environment & Schedule

This temporary, part-time role is based primarily at The Contemporary Austin’s campuses and event locations and is anticipated to require approximately 20–30 hours per week. Hours will vary based on event deadlines and production needs, with evening and weekend availability required during key production periods.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to work outside in Central Texas weather
• Ability to lift 20-30lbs.

The assignment is anticipated to begin immediately and continue through the completion of The Very ’Rary, Art Dinner, and associated post-event wrap-up.

Our Commitment to Diversity, Equity, Inclusion and Access (DEIA)

The Contemporary Austin values a diverse, inclusive, and equitable workplace, and we seek to model these values in our hiring and engagement practices for all our artistic and educational programs. We welcome applications by BIPOC candidates as well as individuals who bring new perspectives in a host of ways. It is the policy of The Contemporary Austin not to discriminate against any person because of race, color, religion, national origin, sex, sexual orientation, gender identity, marital status, age, disability, or veteran status and to take action to ensure that those seeking to do business with the Contemporary are treated fairly. The Contemporary Austin aims to create a safe, welcoming working environment and doesn’t tolerate discrimination of any kind. The organization is currently pursuing a multi-year DEIA effort and seeks individuals who share our commitment to this work. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.