Senior Special Events Coordinator

Job Description

Job Description

Senior Special Events Coordinator

In Our Own Voices, Inc. (IOOV)

Albany, NY | Full-Time | On-Site
Salary: $52,500–$58,500 annually (Adjust as needed)

Create Unforgettable Events. Inspire Communities. Advance a Movement.

At In Our Own Voices, Inc. (IOOV) , our events are more than gatherings—they are celebrations of resilience, opportunities for advocacy, and powerful engines for fundraising and community impact.

For more than 25 years, IOOV has been a leader in advancing the health, safety, and well-being of LGBTQ+ Black, Brown, Indigenous, and People of Color (BIPOC) throughout New York's Capital Region. Through health equity, housing, anti-violence services, youth development, and advocacy, we create spaces where our communities are seen, celebrated, and empowered.

We're seeking a dynamic, highly organized, and creative Senior Special Events Coordinator to help lead the planning and execution of some of the region's most impactful nonprofit events.

If you thrive in a fast-paced environment, love bringing big ideas to life, and enjoy creating memorable experiences that make a difference, we'd love to meet you.

About the Role

The Senior Special Events Coordinator is responsible for planning, coordinating, and executing IOOV's signature fundraising events, community celebrations, conferences, and special initiatives.

Working closely with the Chief Executive Officer and senior leadership, you'll oversee event logistics, sponsorship fulfillment, vendor management, volunteer coordination, and guest experience while helping increase community engagement and fundraising success.

This is an exciting opportunity for an experienced event professional ready to grow their career while helping advance one of New York's leading LGBTQ+ nonprofit organizations.

What You'll Do

Plan & Execute Signature Events

Lead the coordination of high-profile events, including:

• BIPOC Pride
• Jazz in July Gala
• Unity Through Diversity (UTD) Health Conference
• Community celebrations
• Fundraisers
• Educational programs
• Recognition events
• Special campaigns and organizational initiatives

Responsibilities include:

• Develop comprehensive event timelines and production schedules.
• Coordinate venues, vendors, catering, entertainment, décor, audiovisual services, rentals, and logistics.
• Manage event budgets and monitor expenditures.
• Oversee registration, guest experience, seating, and event operations.
• Ensure events are delivered on time, on budget, and at the highest level of quality.

Support Sponsorship & Fundraising

• Assist with sponsorship outreach and relationship management.
• Track sponsorship commitments and fulfillment.
• Coordinate sponsor recognition across print, digital, signage, and event materials.
• Support fundraising activities including auctions, raffles, donor stewardship, and special appeals.
• Help achieve annual fundraising and event revenue goals.

Manage Event Operations

• Develop and improve event planning systems and workflows.
• Coordinate contracts, permits, insurance, and vendor agreements.
• Recruit, train, and supervise volunteers and event support staff.
• Maintain event calendars, timelines, checklists, and production schedules.
• Prepare post-event reports and evaluate event performance.

Create Exceptional Guest Experiences

• Ensure every guest, sponsor, volunteer, and partner receives outstanding service.
• Collaborate with IOOV's Marketing & Communications Team on promotional campaigns and event branding.
• Help create welcoming, inclusive, and memorable experiences that reflect IOOV's mission and values.
• Represent IOOV professionally at community events and partnership meetings.

Qualifications

Required

• Three (3) or more years of professional experience in event planning, special events, hospitality, fundraising events, conference planning, or project management.
• Experience coordinating multiple events simultaneously.
• Strong organizational and project management skills.
• Experience managing vendors, venues, contracts, and event logistics.
• Excellent communication and relationship-building skills.
• Ability to work independently while managing multiple deadlines.
• Strong problem-solving skills and attention to detail.
• Proficiency with Microsoft Office and event management software.
• Valid New York State driver's license and reliable transportation.
• Ability to work evenings and weekends as required.

Preferred

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field.
• Experience working in nonprofit fundraising or development.
• Experience with sponsorship development and donor engagement.
• Knowledge of event platforms such as Eventbrite, Givebutter, Bloomerang, or CRM systems.
• Graphic design or social media experience is a plus.

Salary

$52,500–$58,500 annually

Salary is commensurate with experience, education, and qualifications.

Benefits

IOOV proudly offers a comprehensive benefits package, including:

• 100% employer-paid health insurance
• Dental and vision insurance options
• Paid vacation, sick leave, and organizational holidays
• Professional development and continuing education opportunities
• Employee wellness and self-care supports
• 2% employer contribution to a 401(k) retirement plan
• Opportunities for career advancement within a growing nonprofit organization

Why Join IOOV?

At IOOV, our events are more than celebrations—they're catalysts for change.

Every gala raises critical funds. Every Pride celebration builds visibility and belonging. Every conference sparks learning, leadership, and community action.

As our Senior Special Events Coordinator , you'll help create experiences that inspire thousands of people while advancing equity, justice, and opportunity for LGBTQ+ communities.

You'll work alongside executive leadership, community partners, sponsors, and volunteers to bring bold ideas to life and make a lasting impact across the Capital Region.

If you're ready to turn creativity into community impact, this is your opportunity.

Work Schedule

• Full-time
• On-site in Albany, NY
• Frequent evenings and weekends required
• Local travel throughout the Capital Region for meetings and events

Apply Today

Please submit:

• Resume
• Cover letter highlighting your event planning experience, fundraising support, and passion for community engagement.

Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employer

In Our Own Voices, Inc. is an Equal Opportunity Employer.

We celebrate diversity and are committed to creating an inclusive, equitable, and affirming workplace. We strongly encourage applications from LGBTQ+ individuals, Black, Indigenous, and People of Color, transgender and gender-diverse individuals, veterans, people with disabilities, and individuals whose lived experiences strengthen our mission.

Join IOOV and help create unforgettable experiences that strengthen our community and change lives.

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.

Company Description

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities, with a focus on people of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community-building activities. We offer a wide range of programs, including health services, mental health support, youth services, and cultural events, all aimed at fostering a safe, inclusive, and equitable environment. At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.