Special Events Coordinator

Overview

Position: Special Events Coordinator

Department: Administration

Pay Rate: $55,000-$60,000

Status: Exempt

Last Revised: 01.2026

Definition: The Special Events Coordinator plans and executes The Children's Cabinet's fundraising events and programs to fuel our mission to keep children safe and families together. Specifically, this role works with leadership to execute their vision for Art of Childhood, including leading the Art of Childhood Committee. Additionally, this role is responsible for planning and executing all third-party events, additional fundraisers, and the Adopt A Family program across the organization.

This role manages all event logistics from planning and set-up through post-event wrap-up, including vendor coordination, timelines, budgets, volunteer staffing, day-of execution, and closing out the event.

Supervision: Event Committees and community volunteers.

• Work closely with the Donor Relations Team to plan and execute all Cabinet fundraising events and meet event revenue goals to fuel The Children's Cabinet's mission of keeping children safe and families together.
• Plan and execute a calendar of fundraising and engagement events, including Art of Childhood, as well as other fundraisers and community/third-party events.
• Serve as the primary staff liaison to the Art of Childhood Committee and other committees as assigned, guiding members through planning timelines, roles, and execution while fostering strong relationships and meaningful engagement.
• Collaborate with the Donor Relations Manager and Director to support donor stewardship efforts
• Create event budgets, workplans, timelines, task lists, and run-of-show documents; facilitate regular planning check-ins to keep deliverables on track.
• Manage event logistics including venues, catering, A/V, rentals, décor, transportation, entertainment, and day-of production needs.
• Develop and track event budgets; monitor expenses, process invoices, and support post-event reconciliation in coordination with Finance and leadership.
• Coordinate vendor communication, contracts, deliverables, and schedules; ensure vendors meet timelines and expectations.
• Manage event registration and guest experience logistics, including ticketing systems, attendee lists, seating plans, check-in procedures, and accessibility needs.
• Coordinate printed and onsite event materials (signage, programs, bid sheets, table materials, name badges) in collaboration with Marketing.
• Coordinate partnership fulfillment and recognition logistics (e.g., logo collection, placement details, signage coordination, program acknowledgments, sponsor tickets/benefits), in partnership with Donor Relations and Marketing teams.
• Lead event silent auction operations, including item intake and tracking, catalog details, display planning, bidding platform setup/support, checkout coordination, and item pick-up/fulfillment.
• Coordinate volunteer staffing for assigned events/programs by identifying roles and coverage needs, building schedules, confirming assignments, and providing day-of volunteer leadership.
• Direct day-of event operations, including set-up, vendor load-in, volunteer coordination, troubleshooting, timeline management, and breakdown.
• Support donor-facing staff with event execution needs, including VIP logistics, host support, stewardship moments, and donor experience coordination.
• Manage processes for third-party/community events, including event intake, planning support, toolkits/materials, brand guidance, and post-event follow-up logistics.
• Lead the organization-wide Adopt a Family program by creating the annual plan, timeline, and volunteer schedule; coordinating logistics and communication flow with case managers and internal teams.
• Support donor stewardship and cultivation events, including donor appreciation gatherings, engagement activities, and relationship-building experiences designed to strengthen donor retention and connection to the mission.
• Plan and execute "friend raiser" events and activities that build community awareness, expand the organization's network of supporters, and create meaningful entry points for new and existing donors, as assigned.
• Other duties as assigned.

Skills and Knowledge:

• Experience planning and executing fundraising or large-scale events, including managing timelines, budgets, vendors, volunteers, and day-of logistics.
• Strong project management skills, with the ability to create and manage workplans, timelines, run-of-show documents, and task lists across multiple events and programs.
• Budget tracking and administrative skills, including invoice processing and expense monitoring.
• Experience coordinating vendors and contracts, including venues, catering, A/V, rentals, décor, entertainment, and production partners.
• Experience supporting fundraising event revenue goals, including sponsorship fulfillment, donor experience coordination, and silent auction operations.
• Experience coordinating volunteers and committees, including role definition,…