Event Coordinator

Randstad USA; Boca Raton (FL); Presencial; USD 45 000 - 65 000; Tempo integral

Resumo da oferta

Randstad USA is seeking a hands-on Special Events & Gala Coordinator in Boca Raton, FL. This full-time, on-site role leads end-to-end event production for ~15 annual events, including the December gala that attracts high-net-worth donors.

The position requires 3+ years in large-scale event coordination, strong vendor and donor relations skills, and proficiency with GiveSmart/OneCause and Microsoft Office. Flexibility for evenings and weekends is expected.

Qualificações

• 3+ years coordinating large-scale events, fundraisers, or high-end banquets.
• Experience with 300+ guest headcounts strongly preferred.
• Passion for veteran health, wellness, and suicide prevention initiatives.

Responsabilidades

• End-to-End Event Management: plan and execute ~15 events annually, including galas and donor events.
• Vendor & Venue Logistics: source, negotiate, and coordinate contracts and on-site schedules.
• Gala Auctions & Mobile Bidding: oversee procurement, displays, and mobile bidding (GiveSmart/OneCause).
• Donor & VIP Relations: manage ticketing, seating, sponsor recognition, and check-in workflows.
• Hands-On On-Site Execution: manage setup, signage, staging and breakdown.

Conhecimentos

Event planning

Vendor negotiation

Donor relations

Communication

On-site event execution

Ferramentas

GiveSmart

OneCause

Eventbrite

Microsoft Office

Google Workspace

Descrição da oferta de emprego

Location: Boca Raton, FL (Fully On-Site)

Employment Type: Full-Time

About the Organization

We are partnering directly with leadership at a high-impact, veteran-led non-profit organization headquartered in Boca Raton, FL, dedicated to saving lives and restoring the health of military veterans and active-duty service members.

Operating a state-of-the-art wellness facility, the organization funds all clinical programs and cutting-edge therapies through donor partnerships, community engagement, and signature fundraising galas. To support their expanding footprint, they are seeking a dedicated, passionate Special Events & Gala Coordinator to take ownership of full-cycle event production.

About the Role

This position serves as the operational lead for approximately 15 annual events across South Florida, anchored by a premier, high-profile December gala hosting 700+ high-net-worth donors, community champions, and VIPs.

This is a dynamic, hands-on production role rather than a desk-only planning position. The ideal candidate pairs meticulous operational organization with a genuine passion for veteran advocacy, ensuring flawless execution from initial vendor bidding to final on-site breakdown.

Key Responsibilities

• End-to-End Event Management: Plan, organize, and execute ~15 events annually, including major fundraising galas, donor receptions, golf tournaments, and community awareness gatherings.
• Vendor & Venue Logistics: Source, negotiate, and coordinate contracts and on-site schedules with caterers, AV production crews, staging teams, floral designers, and venue security.
• Gala Auctions & Mobile Bidding: Oversee silent and live auction item procurement, packaging, displays, and mobile bidding execution (GiveSmart/OneCause), ensuring accurate cataloging and post-event fulfillment.
• Donor & VIP Relations: Manage guest ticketing, table seating charts, sponsor recognition, and check-in workflows for high-net-worth attendees and executive leadership.
• Hands-On On-Site Execution: Direct physical event setup, signage, staging, and breakdown, managing on-site timelines and day-of volunteers with composure.

Schedule & Hours

• Standard Hours: Monday through Friday, 8:30 AM - 5:00 PM on-site at the Boca Raton facility.
• Event Peak Cycles: Full schedule flexibility is required to work extended hours, evenings, and full weekends during event weeks and post-event wraps (particularly surrounding major seasonal galas).

Qualifications & Requirements

• Experience: 3+ years of hands-on experience coordinating large-scale special events, non-profit fundraising galas, or high-end hospitality banquets (experience with 300+ guest headcounts strongly preferred).
• Mission Commitment: Deep personal alignment and passion for veteran health, wellness, and suicide prevention initiatives.
• Culture & Communication: Thrives in a direct, candid, high-accountability team environment built on personal ownership and military camaraderie.
• Software Proficiency: Experience with event ticketing/donor management platforms (e.g., GiveSmart, OneCause, Eventbrite) alongside Microsoft Office and Google Workspace.
• Physical Capability: Ability to be on your feet for long periods and actively assist with equipment transport, load-in, staging, and breakdown during event cycles.