Special Events Coordinator

studiomuseumcareers; New York (NY); On-site; USD 44,000 - 47,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Retirement plan

Paid time off

Job summary

The Studio Museum in Harlem is seeking a Special Events Coordinator to help plan and execute fundraising events, coordinate donor communications, and provide essential administrative support across departments. You will interact with donors, vendors, and internal teams, with occasional evenings and weekend work required for events.

Based in Harlem, this non-exempt role offers a collaborative environment, competitive benefits, and opportunities to contribute to high-profile arts programming and

Qualifications

• 2+ years of fundraising, development, events, or admin support.
• Bachelor’s degree in arts administration or related field; certification a plus.
• Experience supporting donor, customer, or stakeholder-facing activities.

Responsibilities

• Support planning and execution of pillar fundraising events and cultivation events and external events.
• Coordinate with vendors and stakeholders to ensure event success.
• Support sponsor, host, committee, trustee, and donor communications with meeting prep and follow-up.
• Manage guest lists, response tracking, and donor follow-up activities.
• Maintain seating data, mailing lists, and event-related databases.
• Manage calendars, supplies, invoices, and other admin tasks.
• Track fundraising progress, donations, pledges, acknowledgements, and reporting.
• Draft event collateral including invitations and programs.
• Assist with budgets, invoices, contracts, permits, COI, and insurance docs.
• Coordinate event production details (floor plans, catering, AV, signage, decor).
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback.
• Provide onsite event registration and guest experience support.

Skills

Written communication

Microsoft 365

Tessitura

Donor database

Event registration

Multi-tasking

Discretion

Customer service

Evening weekend

Detail-oriented

Education

Bachelor's degree in arts administration

Hospitality management

Professional certification

Tools

Tessitura

Microsoft Word

Microsoft Excel

Outlook

Job description

About Our Organization

Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.

Job Summary

Reporting to the Director of Events and Integrated Sales, workingclosely with colleaguesinDevelopment and other departmentsacross Studio Museum,as well as external clients, the Special Events Coordinator contributes to event operations, donor stewardship, and administrative coordination. The position regularly interacts with donors, vendors, and internal stakeholders while supporting multiple events throughout the season. Occasional evening and weekend work isrequiredin connection with fundraising events, donoractivitiesandrental events.

Essential Duties and Responsibilities

• Support planning and execution of two pillar fundraising events andadditionalcultivation events as well as external eventsof a busy facilities venuerental program
• Coordinate with vendors, internal and external stakeholders to support successful event execution
• Support sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, andtimelyfollow-up
• Manage event guest lists, response tracking, and donor follow-up activities
• Maintain seating data, mailing lists, and event-related databases
• Manage calendars, supplies, invoice processing, and other administrative functions
• Track fundraising progress, donations, pledges, acknowledgements, and reporting activities
• Draft event collateral,including invitations, programs, place cards, and supporting materials
• Assistwith event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentation
• Coordinate event production details such as floor plans, catering, audiovisual needs, signage, décor, transportation, security, setup, breakdown, and staffing assignments
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
• Provide onsite event registration and guest experience support

Skills and Qualifications

• Strong written and verbal communication skills with exceptional attention to detail
• Proficiencywith Microsoft 365 applications and donor database systems such as Tessitura or similar, including experience with electronic Word mail merges
• Experience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferred
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness toassistwherever needed before, during, and after events
• Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
• Customer service orientation and ability to remain calm, flexible, and solution-focused during live events and changing circumstances
• Availability to work occasional evenings, weekends, and early mornings in alignment with the event calendar
• Skilled atanticipatingneeds,identifyingpotential issues early, and following through on details from planning through wrap-up

Education and Experience

• 2+ years of professional experience in fundraising, development, events, or administrative support
• Bachelor’s degree in arts administration,hospitalitymanagement,or a related field, oradditionalprofessional certification, is a plus
• Experience supporting donor, customer, constituent, or stakeholder-facing activities

Physical Demands

Comfortable with lifting, moving, or transporting event materials as needed and standing or walking for extended periods during events

Work Environment

• This position is non-exempt position and may require workingmorethanforty (40) hours during a work week.
• Fast-paced environment with varying levels of guests and employees present.
• Building Accessibility – office locations are wheelchair accessible, with elevators in the building. Other accessibility accommodations can be further discussed.

Compensation

$32 - $34 per hour

A competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.