Event Coordinator

Description

Help For Children (HFC) is an international nonprofit foundation dedicated to raising funds and supporting programs focused on the prevention and treatment of child abuse. Through a global network of active volunteers, Committee members, and Board members, alongside a staff based in New York City, fundraising and grantmaking activities are conducted in the US, Canada, the United Kingdom, the Cayman Islands, and Hong Kong.

HFC seeks a detail-oriented and highly organized Event Coordinator to support the planning and execution of fundraising events globally. This full-time, hybrid role is based in New York City. The role is ideal for a motivated, energetic individual who is resourceful and passionate about child protection, nonprofit fundraising, and engaging volunteers and donors through mission-driven events.

Key Responsibilities:

Event Planning & Execution

• Plan, execute and follow up on assigned fundraising events annually across multiple geographies.
• Partner with the Director of Events to provide proactive support to event committees on fundraising strategy, revenue tracking, donor-facing communications, and campaign execution.
• Coordinate logistics, including vendor communication, contracts, venue setup, tear down, and shipping of event materials.
• Prepare and manage event budgets, RSVP/revenue tracking, and post-event reconciliation.
• Develop run-of-show documents, timelines, and staffing plans for each fundraising event.
• Provide in-person support at select events, including evenings and weekends.
• Coordinate travel and manage the organization and transport of materials for off-site fundraising events.
• Assist with sponsor communications, benefit fulfillment, and stewardship activities related to fundraising events.

Committee & Donor Engagement

• Work closely with event committees, attending meetings (virtually or in person), preparing materials, and ensuring effective communication; some meetings may occur in the evenings to accommodate volunteer schedules.
• Build relationships with volunteers, donors, and sponsors to support event fundraising goals.
• Collaborate with the development team to integrate donor stewardship activities into events.
• Support volunteer engagement efforts before, during, and after events.

Marketing & Communications

• Collaborate on the development of event-related marketing materials, including invitations, signage, web pages, and programs.
• Partner with the communications team to provide content and support for email campaigns, social media, and post-event reporting.
• Assist in maintaining event communication timeliness and ensuring consistent messaging across audiences.

Data Management & Administration

• Maintain and regularly update donor and event data in Raiser's Edge NXT.
• Generate reports to support event performance tracking and fundraising analysis.
• Support internal calendars, timelines, and communications related to events.
• Maintain event records, files, and materials archives.
• Provide administrative support to the development and leadership teams as needed.

Qualifications

• Bachelor's Degree required.
• 2-3 years' experience in nonprofit event planning, fundraising, or a related field required.
• Experience managing multiple projects simultaneously and managing timelines, stakeholders, and deliverables preferred.
• Proficiency in Microsoft Suite; experience with Canva, InDesign or Adobe Creative Suite preferred.
• Strong organizational, communication, and relationship-building skills with exceptional attention to detail required.
• Ability to work independently, take initiative, and collaborate effectively in a small team environment required.
• Ability to work occasional evenings and weekends and travel domestically several times per year; occasional international travel may be required.
• Commitment to HFC's mission of protecting and serving children and families.

Monthly Metrics

• Event Preparation & Execution
  • % of tasks completed on event project plans by deadlines
  • Accuracy and timeliness of RSVP/revenue tracking updates
  • Number of event committee/volunteer touchpoints (emails, calls, meetings)
  • Vendor coordination status (contracts signed, invoices processed, logistics confirmed)
• Data & Administration
  • Accuracy of Raiser's Edge NXT data entry (zero or minimal errors)
  • Reports submitted on time (RSVP lists, budget updates, event recaps)
  • Internal calendars and timelines updated consistently
• Attendance and participation in team and committee meetings.
• Responsiveness to donor, committee, and staff inquiries (within agreed turnaround times).
• Contribution of new ideas for improving event processes or donor experience.

Annual Metrics

• Event Success
  • % of fundraising events delivered within budget
  • % of events that meet or exceed revenue goals (supporting the Director of Events and CEO)
  • Stakeholder satisfaction (via post-event surveys for committee members and key donors)
  • Reduction in last-minute issues or errors compared to the prior year
• Number of meaningful donor/committee relationships supported (tracked qualitatively by leadership)
• Support in securing in-kind donations or sponsorships (if applicable)
• Contribution to donor stewardship touchpoints through events
• Operational Excellence
  • Data accuracy rate in Raiser's Edge NXT (measured via spot audits)
  • Timely submission of all reports and event reconciliationsConsistency in maintaining internal systems and event materials archive
• Professional Development & Teamwork
  • Demonstrated growth in independence in managing aspects of events
  • Positive feedback from supervisors, colleagues, and committee members
  • Willingness to take initiative, propose improvements, and support cross-functional projects