Project Coordinator I, Special Events (Office of Development)
The Project Coordinator I, Special Events supports the Development Office by assisting with the planning and execution of multiple fundraising and stewardship events. This entry-level role provides logistical, administrative, and data management support under the guidance of senior event staff, operating within a hybrid work model and requiring occasional evening or weekend availability.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
This entry-level Project Coordinator I, Special Events role provides administrative and project coordination support to the Special Events team within the Development office for a Confidential Client. You will assist event leads with logistics, materials, data tracking, and administrative processes across multiple fundraising, stewardship, and cultivation events. This role supports event execution and post-event reconciliation rather than independently owning event portfolios.
- Support logistical planning and on-site execution for fundraising and stewardship events.
- Assist with invitations, collateral, run-of-show, registration lists, and name badges.
- Manage vendor documentation, routing for approvals, and track invoicing/payment status.
- Maintain guest lists, track RSVPs, and coordinate with data teams for attendance and reporting.
- Enter and update event data in internal systems (SharePoint, calendars, fundraising database).
- Prepare event materials and support setup, registration, guest assistance, and breakdown.
- Support volunteer coordination and administrative needs for senior event staff.
- Assist with scheduling, internal meeting coordination, and special projects as assigned.
- Perform general administrative duties and follow-through on outstanding items before and after events.
Qualifications
- Bachelor’s degree required, or equivalent education and work experience.
- Entry-level: 0–1 year of project coordination or administrative support experience preferred (including internships).
- Interest in events, nonprofit development, or project coordination.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to learn fundraising databases; experience with Raiser’s Edge preferred.
- Familiarity with Zoom or similar virtual meeting platforms preferred.
- Strong organizational skills, attention to detail, and ability to manage multiple tasks accurately.
- Strong written and verbal communication skills and a professional demeanor with internal and external stakeholders.
- Discretion with confidential information and ability to work collaboratively in a team environment.
- Flexibility to support occasional evening or early morning events.
- Cover letter required.
Compensation
The position is based in Manhattan, NY and the salary range for this role is $66,482.07 - $75,000.00 annually. Actual pay will depend on experience, education, and operational needs. This range excludes bonuses, incentives, differential pay, or other forms of compensation or benefits.
Location & Schedule
- Hybrid role with on-site expectations set according to departmental needs and organizational guidance.
- Employees must reside within a commutable distance of the 42nd Street Midtown NYC office.
- This role may require occasional evening or weekend hours.
Preferred Skills & Tools
- Experience or interest in event coordination and fundraising operations.
- Hands-on familiarity with Raiser’s Edge or similar donor/event databases is a plus.
- Comfortable supporting in-person event logistics and basic vendor interactions.
- Ability to learn new systems quickly and maintain accurate records.
About Confidential Client
Confidential Client is a large, mission-driven health and academic organization with a broad system of hospitals, outpatient practices, and affiliated services. The Development team supports fundraising and stewardship activities that advance organizational priorities. This Special Events team plays a key role in event-based donor cultivation and stewardship.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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