Events & Administrative Coordinator

Hope Lives!; Fort Collins (CO); On-site; USD 48,000 - 56,000; Full time

Job summary

Hope Lives! in Fort Collins seeks an Events & Administrative Coordinator to manage fundraising events and the everyday operations of a small nonprofit. This hands-on role is primarily in-office with schedule flexibility around major events and board activities.

You will coordinate vendors and sponsorships, maintain donor and event records, prepare materials for meetings, and support run-of-show documents and post-event follow‑up while upholding the mission and community focus.

Qualifications

• Experience coordinating nonprofit events and administrative tasks.
• Ability to manage multiple deadlines with vendors and stakeholders.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication with donors and partners.
• Comfort working with nonprofit fundraising environments.

Responsibilities

• Coordinate fundraising events, including vendor logistics and sponsorship fulfillment.
• Maintain donor and event records and prepare materials for meetings.
• Prepare run-of-show documents and post-event follow-up.
• Support Board materials, reports, and organizational documents.
• Manage general office duties, inquiries, and schedules.
• Communicate professionally with clients, donors, sponsors and volunteers.
• Assist with event registrations, timelines, budgets and logistic plans.
• Ensure information in donor and contact management systems is accurate.

Skills

Event coordination

Nonprofit admin

Organizational skills

Attention to detail

Communication

Vendor management

Independence

Tools

CRM platforms

Spreadsheets

Database management

Job description

Work Environment:

Primarily in-office with flexibility based on organizational and event needs

Compensation:

$48,000–$56,000 annually, DOE

Founded in 2001 by breast cancer survivor Lydia Dody, Hope Lives! provides free supportive services and products to individuals in active treatment for breast cancer throughout Larimer and Weld counties.

For more than 25 years, Hope Lives! has been supported by an extraordinary network of clients, healthcare providers, donors, sponsors, volunteers and community partners. As the organization enters its next chapter of growth, we are looking for an Events & Administrative Coordinator who can help keep both our major fundraising events and our day-to-day organization running exceptionally well.

This is a hands-on role for someone who is highly organized, dependable and comfortable moving between very different kinds of work.

One week may involve coordinating vendors, tracking sponsorship deliverables and preparing materials for a major fundraising event. Another may involve updating donor records, preparing documents for a Board meeting, organizing schedules, processing event registrations and making sure administrative details do not fall through the cracks.

The person in this position will work closely with the Executive Director and will play an important role in the organization’s ability to grow without losing the personal, community-centered approach that has defined Hope Lives! since its founding.

Responsibilities include:

• Provide administrative support to the Executive Director, including scheduling, document preparation, meeting coordination, correspondence and project follow-through.
• Assist with preparation and organization of Board meeting materials, reports and organizational documents.
• Maintain organized digital and physical records and help establish administrative systems that make information easy to find and use.
• Help manage general office needs, incoming inquiries, mail, supplies and other day-to-day administrative responsibilities.
• Communicate professionally and compassionately with clients, donors, sponsors, volunteers, vendors, healthcare partners and members of the community.
• Support additional organizational priorities as needs shift throughout the year.
• Coordinate the planning and execution of Hope Lives! fundraising events, including the Annual Gala, Golfing for Hope, Walk for Hope and additional community or fundraising events.
• Build and maintain event timelines, checklists, budgets, vendor information, contracts, registrations and logistical plans.
• Coordinate venues, catering, rentals, entertainment, signage, auction items, event materials and other event-related vendors and resources.
• Manage event registration information, guest lists, seating assignments, sponsorship details and other event records.
• Coordinate sponsor benefits and fulfillment, ensuring promised recognition, signage, tickets, materials and other deliverables are completed accurately and on time.
• Support silent and live auction coordination, including item tracking, donor information, descriptions, certificates, displays and fulfillment.
• Coordinate event volunteers, assignments, communications, schedules and day-of-event needs.
• Assist with event setup, execution and breakdown and serve as an important point of contact for vendors, volunteers and participants.
• Help prepare event run-of-show documents, staff assignments and operational plans.
• Complete post-event follow-up, reconciliation, documentation, acknowledgments and record updates.
• Maintain accurate information within Hope Lives!’ donor, event and contact management systems.
• Process registrations, donations, sponsorship documentation, correspondence and other administrative records.
• Support donor and sponsor acknowledgment, including thank-you letters, receipts and follow-up materials.

This is intentionally a flexible position. The balance between event coordination and administrative responsibilities will change throughout the year. In the weeks surrounding major events, event preparation and execution will require significant focus. At other times, the position will concentrate more heavily on administrative support, donor and sponsor records, organizational systems and preparation for upcoming initiatives.

We are looking for someone who genuinely likes making things work.

You should be the person who notices the missing detail, follows up without being reminded, keeps a complicated project organized and can be trusted to carry something from assignment through completion.

Strong candidates will have:

• 2+ years of relevant experience in event coordination, nonprofit administration, office administration, project coordination, hospitality or a related role.
• Demonstrated ability to coordinate events, projects or initiatives involving multiple deadlines, vendors and stakeholders.
• Strong organizational and project-management skills.
• Exceptional attention to detail and follow-through.
• Strong written and verbal communication skills.
• Comfort communicating with donors, sponsors, volunteers, vendors and community partners.
• Confidence using spreadsheets, databases, event-management systems and common business technology.
• The ability to learn new platforms and processes quickly.
• Sound judgment and discretion when working with confidential donor, client, financial or organizational information.
• The ability to work independently while knowing when to ask questions or elevate an issue.
• A willingness to help wherever needed in a small nonprofit environment.
• A genuine connection to Hope Lives!’ mission and the people we serve.

Experience with nonprofit organizations, fundraising events, donor databases, CRM platforms, auctions, sponsorship fulfillment or volunteer coordination is strongly preferred.

Schedule:

This is a full-time position based primarily in Hope Lives!’ Fort Collins office.

Regular business hours will make up most of the schedule, but fundraising and community events will occasionally require early mornings, evenings or weekends. The work schedule will flex around these events based on organizational needs and applicable wage and hour requirements.

Why Hope Lives!

Hope Lives! exists to make life a little easier for people going through something extraordinarily difficult.

Through partnerships with more than 50 local service providers, Hope Lives! provides free supportive services and products that help breast cancer patients manage the physical, emotional, social and financial effects of treatment.

The organization is entering a period of thoughtful growth. This position offers the opportunity to become an important part of a small, mission-driven team and directly contribute to the events, relationships and organizational systems that make that growth possible.

Hope Lives! is an equal opportunity employer committed to creating an inclusive environment for employees, volunteers, clients and community partners. Employment decisions are made without regard to any characteristic protected by applicable federal, state or local law.