Gala Coordinator

Our client, a non-profit media organization, is seeking a Temporary Gala & Special Events Coordinator to support the planning, administration, and execution of the organization's annual gala and related fundraising events. We are looking for someone with fund raising experience. This role is responsible for managing the many logistical and operational details required to deliver successful, high-profile events while ensuring an exceptional experience for donors, sponsors, members, board members, and VIP guests. The ideal candidate is highly organized, proactive, and resourceful, with the ability to manage multiple priorities simultaneously while maintaining exceptional attention to detail. Working closely with the Development team, the coordinator will oversee guest management, registration, seating logistics, event communications, vendor coordination, and onsite execution, allowing fundraising staff to focus on donor cultivation and solicitation activities.

• Fully onsite in New York City
• Pay Rate $25-28/hour depending on experience

Responsibilities

• Own the entire fundraising workflow, from identifying potential donors and researching prospects to actually making the asks and closing gifts
• Coordinate all logistical aspects of the annual gala and related special events from planning through execution.
• Manage guest invitations, registrations, RSVP tracking, seating layouts, nametags, guest lists, and attendee communications.
• Maintain detailed event timelines, project plans, and tracking documents to ensure key milestones and deadlines are met.
• Coordinate with venues, caterers, production teams, vendors, consultants, and other service providers.
• Prepare event materials, reports, briefing documents, sponsor information, and guest-facing communications.
• Serve as a primary point of contact for event-related inquiries, providing professional and responsive customer service.
• Support sponsorship fulfillment and ensure accurate execution of sponsor benefits and event deliverables.
• Maintain accurate event records and participant data within organizational databases and tracking systems.
• Coordinate volunteer and temporary event staff assignments as needed.
• Assist with VIP guest management and special accommodations.
• Support onsite event execution, including registration, guest services, troubleshooting, and operational oversight.
• Collaborate closely with the Development team to ensure event logistics align with fundraising objectives.
• Engage as an Ambassador for social media initiatives by actively sharing social media posts within one's own networks to amplify the organization's reach and foster community engagement.
• Support special projects or tasks as assigned.

Core Competencies:

• Highly organized with exceptional attention to detail and accuracy.
• Ability to independently manage multiple projects, priorities, and deadlines simultaneously.
• Strong project management and administrative skills.
• Outstanding verbal communication and superior business writing skills.
• Professional presence and excellent interpersonal skills.
• Resourcefulness and ability to anticipate needs before they arise.
• Strong problem-solving skills and sound judgment in fast-paced environments.
• Exceptional customer service orientation with an ability to work effectively with donors, members, sponsors, and VIP stakeholders.
• Ability to remain calm, flexible, and solutions-focused under pressure.

Required Qualifications:

• 3-5+ years of experience in event planning, special events, nonprofit administration, hospitality, fund raising experience or a related field.
• Demonstrated experience supporting or coordinating fundraising galas, nonprofit events, conferences, or large-scale special events.
• Proven ability to manage guest lists, RSVP tracking, seating assignments, registration processes, and event logistics.
• Strong organizational and project management skills with meticulous attention to detail.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience working with constituent management, event registration, or CRM platforms preferred.
• Ability to multi-task, prioritize, and immediately respond to internal and external stakeholders in a professional and organized manner.
• Strong work ethic and self-starter with the ability to work independently with minimal supervision.
• Extremely comfortable in a fast-paced environment with shifting priorities.
• Ability to work flexible hours, including occasional early mornings, evenings, and event days.
• Bachelor's degree preferred.

If you meet the required qualifications and are interested in this role, please apply today.

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