Special Events Coordinator

AAB Productions; Boston (MA); Remote; USD 45,000 - 55,000; Full time

Job summary

AAB Productions is looking for a Special Events Coordinator to assist in organizing world-class fundraising events. The role involves managing administrative tasks, supporting logistics, and liaising with vendors and sponsors. Ideal candidates are dynamic, organized, and possess strong communication skills. This position primarily allows for remote work.

Benefits

Full health insurance coverage

Opportunity to travel

Qualifications

• 1-2 years experience in a special events setting required.
• Proficient in French and/or Italian a plus.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Oversee and execute administrative tasks with efficiency.
• Provide operational and logistical support for events.
• Manage effective communication across internal teams.

Skills

Excellent verbal communication

Organizational skills

Interpersonal communication

Problem-solving

Teamwork

Education

Four year college degree

Tools

GSuite

Microsoft Office

Keynote

Adobe Creative Suite

Job description

Job Title:Special Events Coordinator

Location:Boston, MA

*Ability to work remotely the majority of the time

Job Description:AAB Productions is seeking a dynamic and highly organized Event Coordinator to join our team to support the success of world-class global fundraising events. This position, reporting to the President and Vice President of AAB Productions, will be responsible for daily administrative tasks, maintaining internal documents and company website/socials, assistance with the planning and execution of domestic and international events, travel and logistical coordination for internal and external teams, building and developing relationships with vendors, sponsors, and guests, liaising with accounting and legal departments, assisting with guest lists, coordinating printing/shipping needs, and more. To be successful in this role, the Event Coordinator should be outgoing, self-driven, and eager to learn new skills.

Duties & Responsibilities

• Oversee and execute administrative tasks with efficiency and accuracy, including but not limited to tracking donor contracts and payments, processing event-related invoices, drafting acknowledgment and thank you letters, compiling sponsorship materials, and maintaining donor and program-related documentation.
• Provide operational and logistical support for the broader AAB Productions team, including drafting professional correspondence, proofreading and organizing documents, coordinating travel arrangements, processing financial requests, managing expenses, and handling office administration as needed.
• Perform high-level administrative duties with minimal supervision, exercising discretion, confidentiality, and independent judgment in all aspects of event planning and production.
• Contribute to the development and refinement of operational systems to optimize efficiency and workflow, including the creation of standardized procedures, reporting structures, and team training resources to ensure seamless execution across all events.
• Develop and maintain comprehensive event schedules and detailed project timelines, ensuring all key deadlines and milestones are met.
• Oversee the coordination, production, and distribution of printed and digital event materials, ensuring timely approvals and execution.
• Manage effective communication across internal teams and external stakeholders, ensuring all event-related updates and logistics are conveyed in a timely and organized manner.
• Assist in coordinating event production timelines and provide on-site event support as needed, including preparation, set-up, execution, and post-event breakdown.
• Support the negotiation and coordination of vendor contracts, event logistics, and volunteer management to ensure seamless execution of all events.
• Assist with donor and sponsor engagement, including ticketing, seating assignments, and onsite registration logistics.
• Manage the inventory, archiving, shipping, and storage of event materials and assets, ensuring all logistical needs are met for AAB Productions.
• Conduct prospect research for potential sponsorships, fundraising initiatives, and auction contributions, ensuring strategic outreach and engagement.
• Facilitate the distribution of sponsorship materials and donor-related communications.
• Oversee elements of the contract management process, serving as a liaison between partners, sponsors, and legal teams to ensure timely review and execution of agreements.
• Support all aspects of event planning, including vendor coordination, budget oversight, program logistics, and talent management, ensuring each event meets AAB Productions’ high standards.
• Assist in the creation of essential event documents such as run of shows, production schedules, contact lists, deliverables tracking, shipping grids, and other critical planning materials.
• Manage client and guest relations, ensuring an elevated level of service, timely responses, and seamless execution of all event-related needs.
• Act as a representative of AAB Productions at all times, maintaining professionalism and fostering positive relationships with staff, volunteers, sponsors, donors, guests, VIPs, and vendors.
• Take initiative in problem-solving and troubleshooting as challenges arise, ensuring events and operations continue to run smoothly.
• Perform additional responsibilities as assigned, demonstrating adaptability and a solutions-oriented mindset.

Qualifications:

• One to two years of experience in a professional special events setting required.
• Four year college degree required.
• Proficiency in French and/or Italian a plus.
• Working knowledge of fundraising principles and practices.
• Excellent verbal, written, organizational, and interpersonal communication skills required.
• Must have good computer skills with knowledge of business applications.
• Must be proficient in GSuite, Microsoft Office, Keynote, and Adobe Creative Suite.
• Team player that demonstrates initiative and problem solves daily, quickly but effectively.
• Able to travel both domestically and internationally and maintain extended work hours, including weekends.
• Ability to manage multiple projects simultaneously and efficiently.
• Physically capable of carrying up to 30lbs of equipment or materials and standing for prolonged periods during events.

Salary & Benefits

• $45,000 - $55,000 annual salary (based on past experience level)
• Full health insurance coverage
• Opportunity to travel to top domestic and international destinations with a close-knit team and take pride in a role where you will have the chance to see the real impact your work is making

Interested applicants should forward their resume, cover letter, and salary requirements.

We are an Equal Opportunity Employer.

About AAB Productions

AAB Productions is a single-source, international event production and fundraising company well-versed in taking projects from concept to completion anywhere in the world.

AAB Productions is based in New York City. The company has overseen world-class events in London, Los Angeles, Mumbai, Venice, Paris, San Francisco, Cannes, Boston, Berlin, Philadelphia, Milan, Chicago, Dubai, Antibes, Vail, Rome, Park City, Vienna, St. Tropez, Palm Springs, Monaco and Hong Kong. AAB produces fashion shows, presentations, and showrooms; film premieres and screenings; large parties; political events; press conferences and red carpets; concerts and performances.

We have managed and developed charitable dinners and events for amfAR, The Elton John AIDS Foundation, The Leonardo DiCaprio Foundation, Prince Albert II of Monaco Foundation, The Novak Djokovic Foundation, Cinema for Peace, Project Perpetual, Madonna's Raising Malawi Foundation, the United Nations Foundation, Steven Tyler's Janie’s Fund, UNICEF, CR Fashion Book/CR Runway.

We have worked with some of the most discerning clients and sponsors in the world. We have entertained actors, directors, producers, designers, musicians, socialites, statesmen, editors, philanthropists, industrialists, royalty, and press.

AAB Productions creates the most appropriate environment for any situation, and we strive for a singular experience for each event.

www.aabproductions.com