Development and Events Coordinator

Overview

Job Title
:
Development and Events Coordinator

Location
:
On-site, Millburn, NJ

Reports to
:
Associate Director of Development

Status
:
Full-Time / Benefits Eligible / Exempt

The Development and Events Coordinator plays a key role in supporting the Development Department's fundraising goals and revenue growth through donor-focused events and activities, as well as potential donor identification and prospect research. Reporting to the Associate Director of Development, this position serves as a core member of the Development team and requires strong event management, organization, and administrative skills, along with a proactive, self-directed approach to advancing fundraising strategies and strengthening donor engagement.

This position supports major fundraising initiatives, including the annual Gala and Golf Outing, and is responsible for tracking event-related gifts, sponsor ships, and other relevant fundraising revenue. The Development Assistant to ensure accurate gift entry and timely acknowledgement letters are processed. This position will serve as backup for these functions when the Development Assistant is out of the office.

This role also acts as a point of contact for event-related donor, guest, and sponsor inquiries, responding to calls and emails to provide assistance with registrations, event details, sponsorship questions, etc. This position supports special projects as needed and requires occasional evening and weekend work to support a variety of activities including but not limited to: donor events, the Donor Lounge, other fundraising activities, and other activities as assigned.

The ideal candidate is a creative problem solver and self-starter who anticipates needs, takes ownership of their work, and thrives in a fast-paced, collaborative environment. They are highly organized, detail-oriented, and comfortable engaging with donors, trustees, volunteers, and colleagues. They handle sensitive donor and organizational information with discretion and demonstrate reliability, trustworthiness, and a strong work ethic aligned with Paper Mill Playhouse's mission.

Event Planning & Execution

• Take a proactive, self-directed approach to planning and executing stewardship cultivations, campaign, and fundraising events.
• Manage event timeliness, budgets, invitations, RSVPs, production needs, meeting schedules, and food and beverage coordination.
• Manage day-of logistics, including on-site coordination and delegating tasks to staff, vendors, and volunteers.
• Support the creation of event materials, invitations, and collateral in collaboration with the Development team.
• Manage event storage, supplies, and inventory.
• Respond to event-related donor, guest, and sponsor inquiries, providing timely assistance with registrations, event details, seating, and sponsorship information.
• Represent the Development Department at fundraising, cultivation, Donor Lounge, and community events, including occasional evenings and weekends

Gala, Golf Outing & Special Events

• Assist in planning and coordinating the annual Gala and Golf outing with Development staff, event chairs, committees, and trustees.
• Manage the online auction and raffle process, including licensing, item descriptions, packaging, marketing, fulfillment, and post-event follow-up.
• Support all pre-event, on-site, and post-event logistics.
• Schedule and manage volunteer committees.

Gift Tracking & Acknowledgement Support

• Track event-related gifts, auction, table sponsor ships, in-kind donations, and other relevant revenue.
• Coordinate with the Development Assistant to ensure timely and accurate gift entry and acknowledgement letter generation.
• Serve as backup for gift entry and acknowledgement letters when the Development Assistant is out of office.

Donor Stewardship & Prospect Research

• Support fundraising and revenue growth through donor identification, prospect research, and donor profiling.
• Maintain accurate donor records and track engagement activity in Tessitura or other CRM systems.
• Assist in preparing invitation lists for fundraising and stewardship events, the annual Gala, and the Golf Outing.
• Support ongoing donor stewardship initiatives,…