Event Coordinator

Help For Children; New York, Northern (NY, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Help For Children in New York City seeks a detail-oriented Event Coordinator to support planning and execution of fundraising events globally. This full-time, hybrid role collaborates with the Director of Events and development team to engage volunteers, donors, and sponsors.

You will manage logistics, budgets, vendor contracts, and post-event reporting, with occasional evenings, weekends, and domestic travel. This role offers growth in a mission-driven nonprofit dedicated to protecting children.

Qualifications

• Bachelor's Degree required.
• 2-3 years' experience in nonprofit event planning, fundraising, or a related field required.
• Experience managing multiple projects simultaneously and managing timelines, stakeholders, and deliverables preferred.
• Proficiency in Microsoft Suite; experience with Canva, InDesign or Adobe Creative Suite preferred.
• Strong organizational, communication, and relationship-building skills with exceptional attention to detail required.
• Ability to work independently, take initiative, and collaborate effectively in a small team environment required.
• Ability to work occasional evenings and weekends and travel domestically several times per year; occasional international travel may be required.
• Commitment to HFC's mission of protecting and serving children and families.

Responsibilities

• Event Planning & Execution: Plan, execute and follow up on assigned fundraising events annually across multiple geographies.
• Coordinate logistics, including vendor communication, contracts, venue setup, tear down, and shipping of event materials.
• Prepare and manage event budgets, RSVP/revenue tracking, and post-event reconciliation.
• Develop run-of-show documents, timelines, and staffing plans for each fundraising event.
• Provide in-person support at select events, including evenings and weekends.
• Coordinate travel and manage the organization and transport of materials for off-site fundraising events.

Education

Bachelors Degree

Tools

Raiser's Edge NXT

Microsoft Office

Canva

InDesign

Job description

Description

Help For Children (HFC) is an international nonprofit foundation dedicated to raising funds and supporting programs focused on the prevention and treatment of child abuse. Through a global network of active volunteers, Committee members, and Board members, alongside a staff based in New York City, fundraising and grantmaking activities are conducted in the US, Canada, the United Kingdom, the Cayman Islands, and Hong Kong.

HFC seeks a detail-oriented and highly organized Event Coordinator to support the planning and execution of fundraising events globally. This full-time, hybrid role is based in New York City. The role is ideal for a motivated, energetic individual who is resourceful and passionate about child protection, nonprofit fundraising, and engaging volunteers and donors through mission-driven events.

Key Responsibilities:

Event Planning & Execution

• Plan, execute and follow up on assigned fundraising events annually across multiple geographies.
• Partner with the Director of Events to provide proactive support to event committees on fundraising strategy, revenue tracking, donor-facing communications, and campaign execution.
• Coordinate logistics, including vendor communication, contracts, venue setup, tear down, and shipping of event materials.
• Prepare and manage event budgets, RSVP/revenue tracking, and post-event reconciliation.
• Develop run-of-show documents, timelines, and staffing plans for each fundraising event.
• Provide in-person support at select events, including evenings and weekends.
• Coordinate travel and manage the organization and transport of materials for off-site fundraising events.
• Assist with sponsor communications, benefit fulfillment, and stewardship activities related to fundraising events.

Committee & Donor Engagement

• Work closely with event committees, attending meetings (virtually or in person), preparing materials, and ensuring effective communication; some meetings may occur in the evenings to accommodate volunteer schedules.
• Build relationships with volunteers, donors, and sponsors to support event fundraising goals.
• Collaborate with the development team to integrate donor stewardship activities into events.
• Support volunteer engagement efforts before, during, and after events.

Marketing & Communications

• Collaborate on the development of event-related marketing materials, including invitations, signage, web pages, and programs.
• Partner with the communications team to provide content and support for email campaigns, social media, and post-event reporting.
• Assist in maintaining event communication timeliness and ensuring consistent messaging across audiences.

Data Management & Administration

• Maintain and regularly update donor and event data in Raiser's Edge NXT.
• Generate reports to support event performance tracking and fundraising analysis.
• Support internal calendars, timelines, and communications related to events.
• Maintain event records, files, and materials archives.
• Provide administrative support to the development and leadership teams as needed.

Qualifications

• Bachelor's Degree required.
• 2-3 years' experience in nonprofit event planning, fundraising, or a related field required.
• Experience managing multiple projects simultaneously and managing timelines, stakeholders, and deliverables preferred.
• Proficiency in Microsoft Suite; experience with Canva, InDesign or Adobe Creative Suite preferred.
• Strong organizational, communication, and relationship-building skills with exceptional attention to detail required.
• Ability to work independently, take initiative, and collaborate effectively in a small team environment required.
• Ability to work occasional evenings and weekends and travel domestically several times per year; occasional international travel may be required.
• Commitment to HFC's mission of protecting and serving children and families.

Monthly Metrics

• Event Preparation & Execution
  • % of tasks completed on event project plans by deadlines
  • Accuracy and timeliness of RSVP/revenue tracking updates
  • Number of event committee/volunteer touchpoints (emails, calls, meetings)
  • Vendor coordination status (contracts signed, invoices processed, logistics confirmed)
• Data & Administration
  • Accuracy of Raiser's Edge NXT data entry (zero or minimal errors)
  • Reports submitted on time (RSVP lists, budget updates, event recaps)
  • Internal calendars and timelines updated consistently
• Attendance and participation in team and committee meetings.
• Responsiveness to donor, committee, and staff inquiries (within agreed turnaround times).
• Contribution of new ideas for improving event processes or donor experience.

Annual Metrics

• Event Success
  • % of fundraising events delivered within budget
  • % of events that meet or exceed revenue goals (supporting the Director of Events and CEO)
  • Stakeholder satisfaction (via post-event surveys for committee members and key donors)
  • Reduction in last-minute issues or errors compared to the prior year
• Number of meaningful donor/committee relationships supported (tracked qualitatively by leadership)
• Support in securing in-kind donations or sponsorships (if applicable)
• Contribution to donor stewardship touchpoints through events
• Operational Excellence
  • Data accuracy rate in Raiser's Edge NXT (measured via spot audits)
  • Timely submission of all reports and event reconciliationsConsistency in maintaining internal systems and event materials archive
• Professional Development & Teamwork
  • Demonstrated growth in independence in managing aspects of events
  • Positive feedback from supervisors, colleagues, and committee members
  • Willingness to take initiative, propose improvements, and support cross-functional projects