Donor Events & Experience Coordinator

Studio Museum in Harlem; New York (NY); On-site; USD 44,083 - 46,838; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Long-term disability insurance

Retirement plan

Generous vacation time

Job summary

The Studio Museum in Harlem seeks a Special Events Coordinator to assist with the planning and execution of major fundraising events, cultivation activities, and rental events at a dynamic venue. You will coordinate with vendors and internal teams to ensure seamless operations and donor engagement throughout the season.

The role requires working evenings and weekends for fundraising events, advanced administrative support, and strong communication with donors and stakeholders.

Qualifications

• 2+ years of professional fundraising, development, events or administrative support experience.
• Bachelor’s degree in arts administration, hospitality management, or related field, or additional professional certification, is a plus.
• Experience supporting donor, customer, constituent, or stakeholder-facing activities.

Responsibilities

• Support planning and execution of two pillar fundraising events and cultivation events and external events in a busy venue rental program.
• Coordinate with vendors, internal and external stakeholders to support successful event execution.
• Support sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, and timely follow-up.
• Manage event guest lists, response tracking, and donor follow-up activities.
• Maintain seating data, mailing lists, and event-related databases.
• Manage calendars, supplies, invoice processing, and other administrative functions.
• Track fundraising progress, donations, pledges, acknowledgements, and reporting activities.
• Draft event collateral, including invitations, programs, place cards, and supporting materials.
• Assist with event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentation.
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience.
• Provide onsite event registration and guest experience support.

Skills

Strong written and verbal comunicat

Attention to detail

Customer service

Time management

Discretion and confidentiality

Communication with donors

Education

Bachelor’s degree in arts administration or related field

Professional certification a plus

Tools

Microsoft 365

Tessitura or donor databases

Event registration systems

Job description

The Studio Museum in Harlem seeks a Special Events Coordinator to assist with the planning and execution of major fundraising events, cultivation activities, and rental events at a dynamic venue. You will coordinate with vendors and internal teams to ensure seamless operations and donor engagement throughout the season.

The role requires working evenings and weekends for fundraising events, advanced administrative support, and strong communication with donors and stakeholders.