Special Events Assistant

Madison Square Boys & Girls Club; New York (NY); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Retirement plan

Life and disability insurance

Medical and dental insurance

Paid time off

Paid holidays

Hybrid work environment

Job summary

Madison Square Boys & Girls Club is seeking a Special Events Assistant to support fundraising events, manage logistics, and grow the Madison Council – our young professionals board. You will coordinate timelines, track budgets, and cultivate donor prospects to strengthen engagement and revenue.

The role requires collaboration with the development team, strong organizational skills, and the ability to handle evening events. Hybrid work environment with generous benefits is provided.

Qualifications

• Bachelor’s degree in relevant field.
• Three to five years of experience in fundraising and/or event planning.
• Ability to work independently and as part of a team.
• Skilled at working with diverse groups of people.
• Experience in managing grassroots fundraising events.
• Excellent organizational and time management skills.
• Experience working with a fast-paced, mission-focused nonprofit environment.
• Demonstrated ability to work as part of a collaborative team showing both strong initiatives to reach individual goals as well as supports the overall team goals
• Ability to prioritize tasks and work on multiple projects and events simultaneously.
• Ability to ‘manage up’ and support senior staff/Board members and ‘manage across’ to colleagues in achieving projects on deadline
• Excellent written and verbal communication skills and superior attention to detail
• Ability to establish and maintain effective working relationships with club staff, board members, volunteers, community groups and third party representatives
• Comfort using donor databases and Microsoft Office Suite
• Ability to have flexibility with work schedules to attend evening events and ability to lift boxes etc. as needed

Responsibilities

• Coordinate and manage event timelines, pre and post-event and day‑of logistics for Madison’s signature special events.
• Carefully track event costs, budgets and financial records for each event.
• Conduct research on vendors, venues, and other event aspects as needed. Source venues and necessary vendors as needed and maintain positive vendor relationships.
• Coordinate the solicitation, organization, and presentation of silent and live auction items and manage silent auction online platform.
• Track attendance, guest lists, and seating assignments.
• Work closely with Communications Coordinator to draft and create event program journal, event signage and design online event engagement platforms.
• Support the research, identification, cultivation and solicitation of donor prospects.
• Conduct one‑on‑one prospecting meetings with potential donors.
• Manage a comprehensive event calendar for Madison Council, our young professionals board, and assist with implementation of all volunteer, recruitment and stewardship activities.
• Ensure event fundraising actions are tracked and recorded in the donor database.
• Evaluate overall results of special events campaigns; provide recommendations, modifications and new approaches to support successful achievement of department and organizational goals.
• Conduct strategic prospect and donor qualification research using various research tools and resources.
• Assist and lead other projects and development tasks as assigned by Executive Director.

Skills

Independent work

Team collaboration

Donor outreach

Event planning

Budget tracking

Organization & time management

Nonprofit experience

Multitasking

Relationship building

Communication

Managing expectations/up

Donor databases

Microsoft Office Suite

Evening events flexibility

Education

Bachelor’s degree in relevant field

Tools

Microsoft Office Suite

Donor databases

Job description

Summary:

The Special Events Assistant supports logistics, planning, and event management for Madison's fundraising events to maintain and increase overall support. The role is also responsible for supporting growth and management of our Madison Council, our young professionals board.

Madison’s special events are a major opportunity to engage and delight our current donors and recruit new supporters. The position’s responsibilities include implementation of key event logistics and timetable management, donor prospecting and providing administrative support to the development team.

Essential Duties and Responsibilities:

• Coordinate and manage event timelines, pre and post-event and day‑of logistics for Madison’s signature special events.
• Carefully track event costs, budgets and financial records for each event.
• Conduct research on vendors, venues, and other event aspects as needed. Source venues and necessary vendors as needed and maintain positive vendor relationships.
• Coordinate the solicitation, organization, and presentation of silent and live auction items and manage silent auction online platform.
• Track attendance, guest lists, and seating assignments.
• Work closely with Communications Coordinator to draft and create event program journal, event signage and design online event engagement platforms.
• Support the research, identification, cultivation and solicitation of donor prospects.
• Conduct one‑on‑one prospecting meetings with potential donors.
• Manage a comprehensive event calendar for Madison Council, our young professionals board, and assist with implementation of all volunteer, recruitment and stewardship activities.
• Ensure event fundraising actions are tracked and recorded in the donor database.
• Evaluate overall results of special events campaigns; provide recommendations, modifications and new approaches to support successful achievement of department and organizational goals.
• Conduct strategic prospect and donor qualification research using various research tools and resources.
• Assist and lead other projects and development tasks as assigned by Executive Director.

Required Skills/Knowledge:

• Bachelor’s degree in relevant field.
• Three to five years of experience in fundraising and/or event planning.
• Ability to work independently and as part of a team.
• Skilled at working with diverse groups of people.
• Experience in managing grassroots fundraising events.
• Excellent organizational and time management skills.
• Experience working with a fast‑paced, mission‑focused nonprofit environment.
• Demonstrated ability to work as part of a collaborative team showing both strong initiatives to reach individual goals as well as supports the overall team goals
• Ability to prioritize tasks and work on multiple projects and events simultaneously.
• Ability to ‘manage up’ and support senior staff/Board members and ‘manage across’ to colleagues in achieving projects on deadline
• Excellent written and verbal communication skills and superior attention to detail
• Ability to establish and maintain effective working relationships with club staff, board members, volunteers, community groups and third party representatives
• Comfort using donor databases and Microsoft Office Suite
• Ability to have flexibility with work schedules to attend evening events and ability to lift boxes etc. as needed

Supervisory Responsibility

This position does not supervise any employees.

We offer a competitive and comprehensive compensation package:

• Competitive base salary commensurate with experience
• Retirement plan with employer contribution
• Life and disability insurance
• Comprehensive medical and dental insurance
• Generous paid time off (vacation, sick days, personal days)
• Paid holidays
• Hybrid work environment

Why Madison Square Boys & Girls Club?

For 138 years, Madison Square Boys & Girls Club has been a cornerstone of opportunity for New York City youth. Each year, we serve thousands of young people from historically under-resourced communities -- providing safe, supportive Clubhouses and life‑changing programs in academic success, leadership, career readiness, and healthy lifestyles.

By joining our team, you will:

• Make a Difference:Contribute directly to an organization that empowers youth to reach their full potential as productive, caring, responsible citizens.
• Be Part of a Legacy:Madison is one of the nation’s longest‑standing Boys & Girls Clubs, with a proud history of impact and innovation.
• Grow Professionally:Gain hands‑on experience in fundraising, operations, and donor engagement while working alongside a passionate, collaborative and kind team.
• See Your Work in Action:From recruiting new supporters to organizing special events and spending time at Clubhouses, you will see the tangible results of your efforts in the lives of Madison’s members.