Office & Events Coordinator

The Office Administrator & Event Support Coordinator plays a vital role in supporting the day-to-day operations, donor stewardship, and event execution of the organization. This position is ideal for someone who thrives in a fast-paced, mission-driven environment and has a strong interest in marketing, events, donor relations, and nonprofit administration.

The ideal candidate is highly organized, detail-oriented, proactive, and enjoys balancing administrative responsibilities with creative and relationship-focused projects. This role serves as both a general office administrator and executive support role while also assisting with sponsorships, donor appreciation, events, volunteer coordination, and organizational record keeping.

Key Responsibilities
Office Administration & Executive Support

• Manage daily office operations and administrative needs
• Provide executive and calendar support to leadership
• Coordinate meetings, schedules, travel, and logistics as needed
• Maintain organized digital and physical filing systems
• Order and maintain office supplies and materials
• Assist with mailings, shipping, and general correspondence
• Support internal organization and operational efficiency

Sponsorship & Donor Support

• Maintain accurate sponsorship agreement records and tracking
• Assist with sponsorship fulfillment and recap reporting
• Coordinate sponsorship appreciation and stewardship outreach
• Assist with donor acknowledgment letters and appreciation efforts
• Support endowment and Legacy Society record keeping and stewardship
• Help maintain organized donor and partnership databases

Marketing & Communications Support

• Assist with marketing materials, event collateral, and mailings
• Support social media, email marketing, and communication efforts as needed
• Help coordinate photography, signage, and promotional materials for events
• Assist with sponsor recognition and branding deliverables

Event & Auction Support

• Assist with planning and execution of fundraising events and auctions
• Support silent auction organization and logistics
• Maintain inventory records for auction items, wine, and donated goods
• Coordinate event materials, supplies, and setup support
• Assist with volunteer recruitment, communication, scheduling, and management
• Support patron, sponsor, donor, and guest experience during events

Inventory & Record Management

• Maintain organized inventory systems for wine, donations, auction items, and supplies
• Track incoming and outgoing donations and event materials
• Ensure accurate and timely record keeping across departments

Qualifications

• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Professional, polished, and service-oriented demeanor
• Detail-oriented with strong follow-through
• Comfortable managing multiple projects and deadlines simultaneously
• Proficiency in Microsoft Office, Google Workspace, and database systems
• Experience with nonprofit events, fundraising, marketing, or hospitality is preferred
• Ability to lift and move event materials and boxes occasionally
• Willingness to work occasional evenings and weekends during event season

Preferred Traits

• Passion for nonprofit work and community impact
• Interest in marketing, events, and donor relations
• Positive attitude with a team-first mindset
• Creative, resourceful, and eager to learn
• Comfortable interacting with donors, sponsors, volunteers, and community leaders

Compensation & Benefits

• Competitive salary based on experience
• 401(k)
• Opportunities for professional growth and increased responsibility
• Dynamic and mission-driven work environment
• Opportunity to be part of impactful fundraising events benefiting children in need across Northwest Florida