Donor-Impact Special Events Coordinator

studiomuseumcareers; New York (NY); On-site; USD 44,000 - 47,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Retirement plan

Paid time off

Job summary

The Studio Museum in Harlem is seeking a Special Events Coordinator to help plan and execute fundraising events, coordinate donor communications, and provide essential administrative support across departments. You will interact with donors, vendors, and internal teams, with occasional evenings and weekend work required for events.

Based in Harlem, this non-exempt role offers a collaborative environment, competitive benefits, and opportunities to contribute to high-profile arts programming and

Qualifications

• 2+ years of fundraising, development, events, or admin support.
• Bachelor’s degree in arts administration or related field; certification a plus.
• Experience supporting donor, customer, or stakeholder-facing activities.

Responsibilities

• Support planning and execution of pillar fundraising events and cultivation events and external events.
• Coordinate with vendors and stakeholders to ensure event success.
• Support sponsor, host, committee, trustee, and donor communications with meeting prep and follow-up.
• Manage guest lists, response tracking, and donor follow-up activities.
• Maintain seating data, mailing lists, and event-related databases.
• Manage calendars, supplies, invoices, and other admin tasks.
• Track fundraising progress, donations, pledges, acknowledgements, and reporting.
• Draft event collateral including invitations and programs.
• Assist with budgets, invoices, contracts, permits, COI, and insurance docs.
• Coordinate event production details (floor plans, catering, AV, signage, decor).
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback.
• Provide onsite event registration and guest experience support.

Skills

Written communication

Microsoft 365

Tessitura

Donor database

Event registration

Multi-tasking

Discretion

Customer service

Evening weekend

Detail-oriented

Education

Bachelor's degree in arts administration

Hospitality management

Professional certification

Tools

Tessitura

Microsoft Word

Microsoft Excel

Outlook

Job description

The Studio Museum in Harlem is seeking a Special Events Coordinator to help plan and execute fundraising events, coordinate donor communications, and provide essential administrative support across departments. You will interact with donors, vendors, and internal teams, with occasional evenings and weekend work required for events.

Based in Harlem, this non-exempt role offers a collaborative environment, competitive benefits, and opportunities to contribute to high-profile arts programming and