Gala Coordinator

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

Job summary

HUGS Foundation Inc. is seeking a Gala Coordinator for a part-time, temporary role in Rochester, NY.

The coordinator will assist in planning and executing the annual fundraising gala, coordinating donations, sponsorships, registrations, and communications for a one-off event with an expected completion in February 2027. The role is ideal for someone with event planning, nonprofit experience, and strong organizational skills, able to manage multiple deadlines and learn fundraising software.

Qualifications

• Experience in event planning or nonprofit 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.

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

Skills

Event planning

Nonprofit experience

Time management

Organizational skills

Driver’s license

Tools

Microsoft Office

Fundraising 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.