Special Events Coordinator at Own Voices, Inc. Albany, NY

Special Events Coordinator – In Our Own Voices, Inc. – Albany, NY

Are you passionate about creating impactful, memorable events that drive social change? In Our Own Voices, Inc. (IOOV) is seeking a dynamic and creative Special Events Coordinator to lead and manage all of our key events, including Pride celebrations, the Biennial LGBTQ+ Health Conference, and the annual fundraising gala. This role is for you if you love event management, have exceptional customer service skills, and excel in building strong internal and external relationships.

You will work closely with the executive and program teams to ensure that every event aligns with the organization’s mission and strategic goals.

• Event Management: Plan, coordinate, and execute signature events, including Pride celebrations, the LGBTQ+ Health Conference, and annual fundraising galas.
• Event Logistics: Create and revise event layouts, act as the primary liaison with vendors, and oversee all logistics, including venue selection, catering, and entertainment.
• Vendor and Donor Relations: Develop relationships with key stakeholders, including donors, vendors, and sponsors. Secure financial support from individuals, foundations, and corporations.
• Innovative Event Planning: Propose new ideas to elevate the event experience and ensure smooth event execution. Gather information aggressively to achieve high‑quality event production.
• Team Supervision: Supervise support staff during event preparation, including nametags, seating cards, registration lists, and event materials such as notebooks and gift bags.
• Calendar and Schedule Management: Coordinate appointments and visits to venues, and manage the event calendar to ensure timely scheduling aligned with organizational goals.
• Administrative Support: Process event contracts, manage data entry, gift processing, and proof correspondence and reports. Assist with donor management and the nonprofit’s annual fundraising plan.
• Customer Service: Provide exceptional customer service to event attendees, sponsors, and partners, ensuring a professional and welcoming atmosphere.
• Other Tasks: Support the CEO and other leadership team members with various administrative and event‑related tasks.

• Education: A Bachelor’s degree is preferred; equivalent work experience will be considered.
• Experience: At least 2 years of event coordination experience, with a proven ability to manage multiple projects and meet deadlines independently.
• Skills:
  • Excellent interpersonal, written, and verbal communication skills.
  • Strong customer service ethic with high standards for quality.
  • Ability to manage multiple tasks and work with diverse personalities.
  • Expertise in time-management, organizational skills, and project execution.
  • Experience with Adobe Illustrator, Photoshop, Publisher, and Microsoft Office Suite (including Access).
  • Familiarity with electronic office systems, including email and calendar management.
  • Experience in data entry and donor management systems is a plus.
• Other
  
  Qualifications:
  
  
  • A proactive, solution‑oriented approach to event management.
  • Ability to work collaboratively with a wide variety of stakeholders.
  • Flexibility to work evenings and weekends, as required for events.

By joining In Our Own Voices, you’ll be part of a team that champions health, wellness, and advocacy for LGBTQ+ communities of color. You will have the opportunity to work closely with the executive team and lead community‑driven events that make a meaningful impact. If you’re ready to lead the charge in creating unforgettable events that support social justice, we want to hear from you!

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to serving the needs of LGBTQ+ communities of color. Our mission is to enhance the health, wellness, and overall quality of life for LGBTQ+ individuals through advocacy, support services, and community‑building activities. We offer a wide range of programs—including health services, mental health support, youth services, and cultural events—aimed at fostering a safe, inclusive, and equitable environment.

At IOOV, we are committed to promoting social justice and empowering marginalized communities to thrive.