Events Project Coordinator I (Hybrid NYC)

Mount Sinai Medical Center; New York (NY); Hybrid; USD 66,000 - 75,000; Full time

Job summary

The Mount Sinai Health System seeks a Project Coordinator, Special Events to provide administrative and project coordination support to the Special Events team within the Development Office. This entry-level role supports the planning and execution of fundraising, stewardship, and cultivation events across the department.

Under the guidance of the Director and Senior Director, the coordinator will assist with logistics, data tracking, and documentation, coordinate with vendors, manage attendee

Qualifications

• Bachelor's degree required or equivalent education and work experience.
• 1 year of experience in project coordination preferred, including internships or administrative/project support roles.
• Interest in events, nonprofit development, or project coordination preferred.

Responsibilities

• Provide project coordination and administrative support across multiple Special Events team initiatives.
• Assist event leads with logistical planning and execution of fundraising, stewardship, and cultivation events.
• Manage vendor contract and invoicing processes, including collecting required documentation, routing for internal approvals, and tracking payment status.
• Support the preparation and coordination of event materials, including invitations, collateral, briefing documents, and run-of-show.
• Assist with guest list management, RSVP tracking, and coordination with the Data team.
• Maintain accurate attendance records and support post-event reconciliation and reporting.
• Coordinate basic logistics with vendors, including outreach, scheduling, and tracking deliverables.
• Prepare and organize event-day materials, including registration lists, name badges, and on-site collateral.
• Provide on-site support for events, including setup, registration, guest assistance, and breakdown.
• Assist with volunteer coordination under the direction of event leads.
• Support pre- and post-event processes, including data entry, and follow-up on outstanding items.
• Maintain and update internal systems, including event calendars, SharePoint, and Raiser's Edge.
• Maintain organized records of venues, vendors, and event resources.
• Assist with scheduling, internal meeting coordination, and space reservations.
• Provide administrative support to the Senior Director of Special Events, including calendar coordination, meeting preparation, and special projects.
• Perform general administrative duties and other responsibilities as assigned.

Skills

Microsoft Office Suite

Project coordination

Communication skills

Detail-oriented

Education

Bachelor's degree

Tools

Raiser's Edge

Zoom

Job description

The Mount Sinai Health System seeks a Project Coordinator, Special Events to provide administrative and project coordination support to the Special Events team within the Development Office. This entry-level role supports the planning and execution of fundraising, stewardship, and cultivation events across the department.

Under the guidance of the Director and Senior Director, the coordinator will assist with logistics, data tracking, and documentation, coordinate with vendors, manage attendee