Gala Coordinator

Vito C Quatela MD; City of Rochester (NY); On-site; USD 26,000 - 37,000; Part time

Job summary

HUGS Foundation Inc. in Rochester, NY seeks a Gala Coordinator to help plan and execute the annual fundraising gala. This part-time, temporary role supports donors, sponsors, and guests, with responsibilities from donor solicitation to day-of-event coordination.

The position runs Oct 2026 through Feb 2027 and requires strong event planning, nonprofit experience, and proficiency with Microsoft Office. Flexibility and reliability are essential for success in this role.

Qualifications

• Experience in event planning or nonprofit work preferred.
• Ability to manage multiple deadlines.
• Proficient with Microsoft Office and able to learn fundraising software.

Responsibilities

• Solicit auction donations from businesses and community partners.
• Track donation requests and item acquisition.
• Coordinate auction displays and logistics for event day.
• Prepare sponsorship packets and track commitments.
• Assist gala registration and guest lists.
• Support event-related communications.
• Assist with day-of-event execution.
• Assist with post-event follow-up.
• Perform other duties as assigned.

Skills

Event planning

Nonprofit experience

Deadline management

Microsoft Office

Logistics coordination

Driver's license

Tools

Event management software

Donation tracking software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Part Time Rochester, NY, US

2 days ago Requisition ID: 1145

Salary Range: $23.00 To $23.00 Hourly

Position Summary:

The Gala Coordinator is a part-time, temporary position responsible for helping to coordinate HUGS Foundation Inc.’s annual fundraising gala which will be held on Friday, February 5, 2027. This role is ideal for an experienced event planner, non-profit professional, or knowledgeable volunteer seeking flexible work while making a meaningful impact. Anticipated completion date: February 15, 2027.

Qualifications:

• Event planning, nonprofit, or related experience preferred
• Ability to manage multiple deadlines
• Proficiency with Microsoft Office and ability to learn event/fundraising software
• Organized and efficient
• Reliable, personal transportation and valid driver’s license

Duties and Responsibilities:

• Solicit auction donations from businesses and community partners through verbal and written communication
• Track donation requests and item acquisition
• Help coordinate auction displays and logistics for event day
• Prepare sponsorship packets and track sponsorship commitments
• Assist with gala registration and guest lists
• Support event-related communications
• Assist with day-of-event execution
• Assist with post-event follow-up
• Other duties as assigned

Schedule:

20 hours per week, Oct 2026 through Feb 2027

It is the policy of HUGS Foundation Inc, to provide equal employment opportunities without regard to race, color, religion, sex, nation origin, age, disability, marital status, sexual orientation, genetic information, or any other protected characteristic under applicable law.