Special Events Coordinator

Special Events Coordinator

Since 1893, Boys & Girls Clubs of Boston have played an essential role in opening doors and creating opportunities for young people across this city. For every youth in Boston and Chelsea, Boys & Girls Clubs of Boston are a life-changing force for opportunity and empowerment that enables future talent to reach their full individual potential as productive citizens and leaders, inspired to make a difference in the Greater Boston community. By reaching 22 of 23 communities throughout Boston and Chelsea, no other youth serving organization engages more young people and families.

Reporting to the Director of Special Events, the Special Events Coordinator plays a key role in supporting the planning and execution of Boys & Girls Clubs of Boston's fundraising, cultivation, and stewardship events. In this highly collaborative role, the coordinator manages event logistics, timelines, RSVP tracking, event collateral, onsite event support, and general event administrative tasks to help achieve BGCB's strategic fundraising goals, build brand awareness, and engage a broad spectrum of donors, volunteers, and community partners.

Working closely with the Special Events team and the Marketing staff, this role supports the successful execution of BGCB's signature events, including Annual Dinner, and House Party, as well as a variety of club events across the organization.

Additionally, this role provides administrative and event support to the AVP of Business Development and Events by managing schedules, coordinating communications and meetings, supporting donor and sponsor relations, and assisting with event follow-up tasks.

Essential Duties and Responsibilities

Events Operations & Project Management

• Maintains and implements organization-wide event standards and procedures.
• With Director of Special Events, oversees planning timelines and task assignments for assigned events and helps ensure deadlines are met.
• Assists with the development and maintenance of event systems, timelines, protocols, and best practices to ensure all BGCB events are high-quality, mission-driven experiences.
• Assists with onsite event production, setup, execution, and post-event cleanup as necessary.
• Supports the planning and execution of BGCB's signature events, including Annual Dinner, and House Party.

Executive Administration & Alignment

• Works closely with the Director of Special Events, and Development Operations staff to ensure event programming, messaging, logistics, and details align with organizational goals.
• Provides administrative and logistical support to the AVP of Business Development and Events, including meeting coordination, calendar support, donor and sponsor communications, preparation of materials, and event follow-up assignments.
• Collaborates with BGCB's Development Operations Team to produce and manage invitation, RSVP, sponsorship, and guest tracking processes for assigned events.
• Supports Club Leadership with the planning and marketing of their local events to maximize their fundraising efforts.

Stakeholder Engagement & Relationship Management

• Works with BGCB leadership and volunteer committees as assigned, ensuring committee members have the resources and information necessary to support fundraising efforts.
• Coordinates and communicates event logistics for assigned fundraising, cultivation, and stewardship events to attendees, vendors, volunteers, and BGCB team members.
• Assists with volunteer coordination for events, including communication, scheduling, onsite support, and follow-up.
• Provides excellent customer service to event attendees, donors, sponsors, volunteers, and community partners.

Financial Administration & Data Integrity

• Tracks event revenue and ensure timely data entry, financial transactions, invoicing, sponsorship tracking, gift acknowledgements, and reporting.
• Manages monthly event-related expenses by tracking and submitting receipts and documentation to the Finance Team in a timely manner.
• Manages event data and guest tracking in Raisers' Edge NXT, including RSVPs, seating, sponsorships, and table assignments.
• Special projects as assigned

General BGCB Expectations

• Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCB priority. As a result, all staff are expected to model healthy behavior while working with our members.
• BGCB values creating child-friendly environments, where youth/teens of all abilities can be successful and participate. BGCB expects employees to embrace its focus on inclusion of all members, regardless of disability or developmental challenge.
• Building the capacity of staff is central to BGCB. The organization encourages and requires that all staff participate in annual professional development opportunities that continue to cultivate their skills in the youth development field.
• Every staff member shares the responsibility for ensuring BGCB is, and remains, an environment free of sexual, physical, or emotional abuse.

Qualifications

Required

• Self-motivated and resourceful with superior organizational and time management skills.
• Excellent interpersonal skills and ability to work collaboratively across departments
• Must be a team player with the ability to work independently.
• Attention to detail and ability to manage multiple projects is critical.
• Ability to solve problems on the spot and respond with tact, diplomacy, and poise.
• Ability to represent BGCB at fundraising events and meetings.
• Proven experience working with and managing vendors.
• Solid writing and verbal communication skills.
• Ability to maintain a high level of donor and organization confidentiality.
• Willingness to work occasional evenings as event and project deadlines dictate.
• Able to travel to off-site Clubs, meetings, and events regularly.
• Must be willing to join a quick-paced energetic Development team, and work with a group of talented, committed volunteers.
• Strong computer skills
• Strong Excel and Microsoft Office skills

Preferred or Ideal

• Bachelor's degree (strongly preferred)
• 1-2 years' experience in development, communications, public relations, marketing and/or event management.
• Knowledge of Microsoft Office, Raiser's Edge and design software (strongly preferred)

Travel

• Travel to off-site Clubs, meetings, and events regularly

Start Date

October 2026 (desired start date yet position open until filled)

Location

Boston, MA (Downtown Office)

Salary & Benefits

Salary - $55,000/yr - $65,000/yr - commensurate with experience; along with competitive benefits and a great work environment

To Apply

Please complete an online application at . Both a cover letter and resume are required to complete your application. Applications without a cover letter may not be considered. Candidates will be reviewed on an on-going basis. Please upload/attach your resume to your applicant profile as well as your cover letter.

Boys and Girls Clubs of Boston is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion or creed, gender, gender identity, gender expression, sexual orientation, sexual and reproductive health choices, marital status, age, pregnancy, veteran status, disability or any other legally protected status recognized by federal, state or local law with respect to employment opportunities. Please visit our website at

Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.