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About the Role
The Special Events Coordinator supports event operations, donor stewardship, and administrative coordination, working closely with internal departments and external clients to manage multiple events throughout the season.
Responsibilities
- Support planning and execution of fundraising events, cultivation events, and venue rental program events.
- Coordinate with vendors and stakeholders for successful event execution.
- Support communications with sponsors, hosts, committees, trustees, and donors.
- Manage event guest lists, response tracking, and donor follow-up.
- Maintain seating data, mailing lists, and event-related databases.
- Manage calendars, supplies, invoice processing, and administrative functions.
- Track fundraising progress, donations, pledges, acknowledgements, and reporting.
- Draft event collateral, including invitations and programs.
- Assist with event budgets, expense tracking, invoice reconciliation, and compliance documentation.
- Coordinate event production details such as floor plans, catering, audiovisual needs, and staffing.
- Prepare post-event summaries, reconcile data, gather feedback, and recommend improvements.
- Provide onsite event registration and guest experience support.
Requirements
- 2+ years of professional experience in fundraising, development, events, or administrative support.
- Experience supporting donor, customer, constituent, or stakeholder-facing activities.
- Comfortable with lifting, moving, or transporting event materials.
- Ability to stand or walk for extended periods during events.
- Availability to work occasional evenings, weekends, and early mornings.
- Ability to exercise sound judgment, discretion, and confidentiality.
- Customer service orientation and ability to remain calm, flexible, and solution-focused during live events.
- Skilled at anticipating needs, identifying potential issues early, and following through on details.
Skills
- Strong written and verbal communication skills
- Exceptional attention to detail
- Proficiency with Microsoft 365 applications
- Proficiency with donor database systems such as Tessitura or similar
- Experience with electronic Word mail merges
- Experience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferred
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Flexible and hands-on approach
- Willingness to assist wherever needed
Location
- Studio Museum
Work Type
- Non-exempt position
- May require working more than forty (40) hours during a work week
- Occasional evening and weekend work required
Experience Level
- 2+ years of professional experience
Education Level
- Bachelor’s degree in arts administration, hospitality management, or a related field, or additional professional certification, is a plus
Salary/Compensations
- $32 - $34 per hour
Benefits
- Medical insurance
- Dental insurance
- Life insurance
- Long-term disability insurance
- Retirement account
- Substantial vacation time
About the Company
- The Studio Museum in Harlem is an equal opportunity employer.
- We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply.
- At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged.
- We embrace our differences, and know that our diverse team is a strength that drives our success.
Equal Opportunity
- Considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation.
- Recognizes that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.