Events Coordinator

Capital Region Chamber; City of Troy, Northern (NY, KY); Hybrid; USD 35,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Retirement plan (403b)

Paid vacation

Paid holidays

Job summary

Capital Roots in Albany, NY, is seeking an events-focused Development Coordinator to lead fundraising event planning and donor engagement on-site.

You will work with the Chief Development Officer to coordinate budgets, secure sponsorships, manage volunteers, and track outcomes. This role requires occasional evenings/weekends and a valid driver's license for local travel.

Qualifications

• Bachelor’s degree or equivalent combination of education, training and experience.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with donors, volunteers, board members, sponsors, community partners, and stakeholders.
• Proficiency in Microsoft Office Suite and web-based applications.
• Experience with donor database systems; NeonCRM is preferred.
• Demonstrated time management, project management and organizational skills.
• Ability to work independently in a fast-paced environment, meeting multiple deadlines.
• Exceptional attention to detail with donor stewardship, communications and reporting.
• Comfortable with donor solicitation, sponsorship outreach, networking, and cold calling.
• Genuine enthusiasm for Capital Roots’ mission; on-site work required, some evenings or weekends.

Responsibilities

• Fundraising Event Planning and Execution.
• Plan, organize, and execute Capital Roots' major annual fundraising events.
• Develop event strategies, timelines, and project plans to ensure successful outcomes.
• Collaborate with the Chief Development Officer to develop and manage event budgets.
• Negotiate and coordinate with venues, entertainers, vendors, and other event service providers.
• Solicit sponsorships and in-kind donations while cultivating relationships within the business community.
• Coordinate event mailings, invitations, donor solicitation materials, and solicitation lists.
• Ensure timely acknowledgment and stewardship of donors and sponsors.
• Recruit, support, and collaborate with event committees throughout the planning process.
• Oversee event operations, logistics, setup, registration, on-site management, and breakdown.
• Anticipate and resolve logistical challenges to ensure a seamless participant experience.
• Support smaller Capital Roots events and cultivation activities throughout the year.
• Partner with the Community Engagement Manager to develop event marketing strategies and materials.
• Collaborate to recruit, organize, and support volunteers for events and projects.
• Track event metrics, fundraising outcomes, and KPIs; prepare regular reports for leadership.
• Maintain accurate event, donor, sponsor, and committee records.
• Participate in Capital Roots events, staff meetings, and cross-department collaboration.
• Perform other duties as assigned; occasional evenings and weekends; local travel; valid driver's license.

Skills

Verbal & written communication

Interpersonal skills

Donor solicitation

Networking

Time management

Project management

Attention to detail

Independent work

Event logistics

Education

Bachelor’s degree

Tools

Microsoft Office Suite

NeonCRM

Job description

OBJECTIVE: Provide event planning, coordination, donor solicitation and execution for Capital Roots

QUALIFICATIONS:

• Bachelor’s degree or equivalent combination of education, training and experience.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to engage effectively with donors, volunteers, board
• members, sponsors, community partners, and other stakeholders.
• Proficiency in Microsoft Office Suite and web-based applications.
• Experience with donor database systems; familiarity with NeonCRM is preferred.
• Demonstrated time management, project management and organizational skills.
• Demonstrated ability to work independently in a fast paced environment, meeting multiple deadlines.
• Exceptional attention to detail with a commitment to accuracy in event planning, donor stewardship,
• communications, and reporting.
• Comfortable with donor solicitation, sponsorship outreach, networking, and cold calling.
• Genuine enthusiasm for, and commitment to, the mission of Capital Roots.
• This is not a remote work position, the position requires the candidate to be on-site at Capital Roots
• and may require some evenings or weekends.

RESPONSIBILITIES INCLUDE:

• Fundraising Event Planning and Execution
• Plan, organize, and execute Capital Roots' major annual fundraising events.
• Develop event strategies, timelines, and project plans to ensure successful outcomes.
• Collaborate with the Chief Development Officer to develop and manage event budgets.
• Negotiate and coordinate with venues, entertainers, vendors, and other event service providers.
• Solicit sponsorships and in-kind donations while cultivating relationships within the business
• community.
• Coordinate event mailings, invitations, donor solicitation materials, and solicitation lists.
• Ensure timely acknowledgment and stewardship of donors and sponsors.
• Recruit, support, and collaborate with event committees throughout the planning process, including
• Event Operations
• Oversee event logistics, including setup, registration, on-site management, and event breakdown.
• Anticipate and resolve logistical challenges to ensure a seamless participant experience.
• Support and staff smaller Capital Roots events and cultivation activities throughout the year.
• Marketing and Volunteer Engagement
• Partner with the Community Engagement Manager to develop event marketing strategies, printed
• materials, and social media promotion.
• Collaborate with the Community Engagement Manager to recruit, organize, and support volunteers for
• events and special projects.
• Reporting and Administrative Support
• Track event metrics, fundraising outcomes, and key performance indicators.
• Prepare regular reports and updates for the Chief Development Officer.
• Maintain accurate event, donor, sponsor, and committee records.
• Organizational Collaboration
• Participate in Capital Roots events, staff meetings, and organizational initiatives.
• Collaborate across the Development team and throughout the organization to foster teamwork,
• knowledge sharing, operational resilience, and a positive organizational culture.
• Perform other duties as assigned by the Chief Development Officer and CEO.
• Working Conditions
• Occasional evening and weekend work is required to support events and organizational activities.
• Local travel may be required for meetings, site visits, and events. Must possess a valid driver’s license.
• Ability to lift and move event materials and supplies as needed.

SALARY & BENEFITS:

This is a full-time non-exempt position (40 hours per week) paid hourly ($17/hour) at an annual rate of approximately $35,300 per year, in a flexible work environment. The typical work schedule is 9 am to 5 pm Monday-Friday, however some evenings or weekends may be required as needed. Excellent benefits including monthly medical and dental insurance premiums paid by Capital Roots upon hire. The average employee saves $11,900 annually thanks to 100% employer-paid health premiums. In addition to generous vacation time, we observe 11 paid holidays - including four floating holidays - and offer paid personal and sick time. You also have the option to enroll in our 403b retirement plan.

ABOUT CAPITAL ROOTS:

Capital Roots is striving to create a more vibrant and equitable food system in New York’s Capital Region. We work to reduce the impact of poor nutrition on public health in New York’s Capital Region by organizing community gardens, providing healthy food access, offering nutritional and horticultural education for all ages and coordinating urban greening programs in Albany, Rensselaer, Schenectady and southern Saratoga Counties. Our mission is to nourish healthy communities by providing access to fresh foods and green space for all in support of a robust region food system. To learn more about Capital Roots, go to www.capitalroots.org .

Capital Roots is an Equal Opportunity Employer that is committed to creating a multicultural organization. We actively seek a diverse pool of candidates for this position, especially candidates of color. We encourage all qualified candidates to apply. We seek to foster diversity across our organization and welcome the unique contributions our team members make based on their diverse perspectives, backgrounds and lived experiences.