CONTRACT Special Events Coordinator

Position Summary Provide planning and execution support for all logistics related to special events, with a primary focus on the September 24th Annual Luncheon, the signature fundraising event for Collaborative for Children, an early childhood education focused non-profit organization. Responsibilities Event and Logistics Coordination Lead planning and execution of all event logistics for the Annual Luncheon, including pre-event preparation, day-of coordination, and post-event follow-up. Provide support for additional special events, such as donor gatherings, program celebrations, community-facing events, and board-related functions. Conduct research and/or input on event venue selection, as applicable, as well as AV and technical set-up, room layouts, catering arrangements, décor, and equipment rentals. Develop and maintain production schedules, run-of-show documents, staffing plans and event timelines. Coordinate with Volunteer Coordinator to staff events, as needed. Ensure compliance with venue policies, accessibility standards, and safety protocols. Budgeting and Financial Oversight Create, track, and manage detailed event budgets, ensuring expenditures align with organizational expectations regarding procurement. Solicit, review, and compare vendor bids and negotiate pricing when appropriate. Prepare reconciliations for event expenses and support post-event financial reporting. Stakeholder Collaboration Coordinate with the Programs team to ensure mission-aligned event themes and interactive experiences. Engage Marcomms related to promotional timelines, event branding, scripts, talking points, and day-of media activities. Partner with the Emergent Technology team on digital platforms such as registration systems, AV, and interactive event technology. Communicate consistently with internal and external stakeholders to ensure clarity, alignment, and timely flow of event-related information. Venue and Donor Engagement Coordinate with Senior Executive Assistant to support guest-list management and seating arrangements; sponsorship tracking; donor and attendee engagement; registration and check-in processes, and post-event reporting and stewardship activities. Maintain accurate event records and coordinate with Development Manager regarding updating event-related donor records in Raiser’s Edge. Event Marketing and Communications Support Collaborate with Marcoms Director and Senior Executive Assistant with proofreading event materials such as invitations, programs, signage, and digital content. Coordinate with Marcoms Director related to timelines for marketing deliverables and manage communication flows with sponsors, vendors, and attendees. Support social media and email promotion efforts in alignment with organizational brand guidelines. Post-Event Evaluation and Reporting Co-host with Senior Executive Assistant and Development Manager post-event debrief sessions with internal and external partners within week following Annual Luncheon and other relevant special events. Qualifications Must Haves Community outreach coordinator with event planning experience, or rising college senior (on a 3 or 4-year degree track), or graduate student in a degree program focused on event management, hospitality, or non-profit leadership. Knowledge, Skills, and Abilities Demonstrated experience coordinating small and large special events. Experience with vendor coordination, budgeting and event logistics. High level organization, time-management, communication skills, and professionalism. Ability to manage multiple projects and competing deadlines with attention to detail. Personal polish, along with engaging interpersonal skills and comfort working with executives, stakeholders, and community partners strongly preferred. Ability to work primarily remotely, independently and collaboratively in a hybrid team environment. Prior experience using a CRM (Raiser’s Edge or similar platform) beneficial. Computer skills with intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint). Experience with email/communications/scheduling software (Outlook). Experience with digital platforms (Teams, Zoom, etc.) desired. Demonstrated use of generative AI tools very beneficial (Copilot, ChatGPT). Must have reliable, personal transportation as this position requires driving to different locations, on occasion, in the greater Houston area. A valid Texas Driver’s License, and current vehicle insurance coverage. Pay & Work Hours Estimated weekly hours: 20-30 within a Monday-Friday schedule. Schedule flexibility to accommodate occasional weekday evening hours (e.g., a weekday evening board cultivation event). Work hours: flexible scheduling. Compensation: $20 per hour. This is a CONTRACT position paid bi-weekly when invoice is received. Equal Opportunity Employer. #J-18808-Ljbffr Collaborative For Children