Job Summary
The Event Planning Coordinator plays a key role in supporting fundraising and special event initiatives by assisting with planning, coordination, and execution of donor-focused events and campaigns. This position works closely with a small, collaborative team and volunteers to manage event logistics, data, financial processes, and administrative support. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering high-quality service to internal and external stakeholders.
Key Responsibilities
Event Logistics
Assist in planning and executing a variety of donor and fundraising events from start to finish
Coordinate event logistics including venues, catering, vendors, entertainment, audiovisual needs, and staging
Research, secure, and manage vendors while ensuring compliance with organizational guidelines
Implement risk-reduction and safety procedures for all events
Recruit, schedule, train, and coordinate volunteers
Attend events to oversee setup, execution, and teardown
Serve as a primary point of contact for vendors, sponsors, volunteers, and attendees
Support preparation of accessible digital event communications and materials
Assist with virtual or hybrid event production, including technical and multimedia support when needed
Event Data Management
Collect, organize, and maintain comprehensive event data, including guest information, sponsorships, seating, and notes
Manage auction item data and documentation in compliance with established standards
Track donations and revenue, ensuring accuracy and timely data entry
Identify and correct data discrepancies
Generate reports from multiple systems as required
Financial Support
Assist with monitoring and managing event budgets
Review revenue, accounts receivable, and accounts payable reports for accuracy
Research discrepancies and outstanding balances in collaboration with finance staff
Process vendor payments, contracts, and invoices through financial systems
Follow established funds handling and payment processing procedures
Administrative & Support Services
Maintain regular communication with team members and volunteers to support project goals
Respond to internal and external inquiries in a timely and professional manner
Assist with leadership, board, and committee meetings, including logistics and documentation
Prepare presentations, correspondence, reports, and meeting minutes
Support special projects and ongoing administrative initiatives as needed
Qualifications
High school diploma or equivalent required
Minimum of three (3) years of experience in administrative support, project coordination, and/or event management
Experience with event planning, organizing, or event management systems preferred
Proficiency with web conferencing tools (e.g., Zoom, Microsoft Teams)
Strong ability to manage multiple tasks concurrently and meet deadlines
Intermediate proficiency in Microsoft Word, Excel, and PowerPoint (advanced skills preferred and may be assessed)
Strong analytical, decision-making, and problem-solving skills
Excellent written, proofreading, and verbal communication skills with strong attention to detail
Ability to work collaboratively in a team environment and interact professionally with diverse stakeholders
Self-motivated, adaptable, diplomatic, and able to work effectively in a changing environment
Ability to transport materials and supplies to and from meetings and events and assist with moving equipment when necessary
Access to reliable transportation
Must be at least 18 years old and able to pass a background check
Preferred (Not Required)
Experience in a nonprofit environment
Experience with digital or virtual event production
Design experience using tools such as Canva or similar platforms
Knowledge of basic email marketing concepts
Experience with reporting or data visualization tools
Familiarity with collaboration platforms and document management systems
Experience with vendor negotiation and contract review
| Location | Arlington, Virginia |
| Website | https://x.com/VetsHiredAi |