Event Coordinator

BLB Fundraising and Events specializes in developing strategic fundraising initiatives and producing inspiring events for our nonprofit clients. We plan more than 35 events annually, primarily galas in New York City, for a variety of local, national, and international organizations. At BLB, we consider ourselves fundraisers first. Our top priority is always creating a successful fundraising strategy, supported by meaningful event experiences that advance our clients’ missions and engage their donors. The event coordinator is an essential member of our small remote team, collaborating with our lead consultants and event managers to conceptualize, execute, and manage events of all sizes while maintaining a strong focus on our clients and their donors.

Responsibilities

Support our lead consultants and event managers with logistical and administrative event tasks, including:

• Managing timelines and budgets
• Communicating with clients (staff and board members), donors, and guests
• Supporting design and production of print and digital event materials
• Drafting communications
• Managing and tracking print and digital outreach
• Delivering accurate and time-sensitive financial documentation to clients
• Liaising with vendors to request and review proposals, place orders, schedule deliveries, and facilitate payments
• Drafting event day documents
• Monitoring event supply inventory, coordinate the allocation of supplies to each event, and research and procure items or services as needed
• Maintaining updated files and documents
• ocheduling meetings

Work with event databases to:

• Maintain mailing lists and update records
• Manage and track donor communications
• Track event registrations and donations
• Maintain guest lists and seating arrangements
• Pull reports

Serve in a lead management role onsite at events, executing tasks and problem solving independently while interacting with clients, vendors, and guests

Analyze, recommend, and implement improvements to internal workflows and systems

Essential Skills

Outstanding interpersonal skills with the professionalism and sensitivity necessary to interact successfully with clients’ staff, board members, and major donors as a front-facing representative of our firm

Highly organized with exceptional project management skills and keen attention to detail

Proven ability to work well under pressure, manage multiple projects, and prioritize tasks independently

Excellent written and oral communication skills

Proactive problem-solving, possessing the initiative to identify challenges and concerns, develop solutions, and monitor through to conclusion

Sound judgment and wisdom to escalate issues as necessary

Ability to collaborate, adapt, learn, and be creative

Qualifications

Bachelor's degree and 2-3 years of live event and/or fundraising experience, or an equivalent acceptable combination of education and experience

A big-picture understanding of nonprofit fundraising and how signature events amplify theoverall fundraising strategy

Knowledge of and experience with event best practices, logistics, technology, and trends

Excellent computer skills, including proficiency with Microsoft Office Suite. Experience with

Google Workspace, databases, event software, and Zoom preferred

Graphic design experience an asset

Able to work independently from your home office

Able to work events throughout New York City, including on evenings and weekends

Health Insurance, Vision, Dental, 401K

Ten (10) vacation days per year. Additionally, our office closes on all Federal holidays, from Christmas through New Year’s Day, and on Fridays from mid-June through Labor Day.

Flexible sick day policy