Hybrid Special Events Coordinator

Mount Sinai Health System; 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.

Working under the direction of the Director and Senior Director of Special Events and in partnership with event leads, the Project Coordinator contributes to multiple events by

Qualifications

• Bachelor's degree required, or equivalent education and work experience.
• 1 year of experience in project coordination preferred (internships or admin roles acceptable).
• Interest in events, nonprofit development, or coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to learn fundraising databases; Raiser's Edge preferred.
• Familiarity with Zoom or similar platforms preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks with accuracy and follow-through.
• Strong written and verbal communication skills.
• Professional demeanor with stakeholders; discretion and confidentiality.
• Ability to work collaboratively in a team; flexible to support events evenings/weekends.

Responsibilities

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

Skills

Organizational skills

Attention to detail

Communication

Teamwork

Discretion

Multi-tasking

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

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.

Working under the direction of the Director and Senior Director of Special Events and in partnership with event leads, the Project Coordinator contributes to multiple events by