Development Events Coordinator – Temporary

• Provide hands‑on project management and production support for The Very ’Rary and Art Dinner
• Become familiar with existing event plans, timelines, budgets, contracts, vendor relationships, and outstanding deliverables
• Maintain event timelines, production schedules, task lists, run‑of‑show documents, and other planning materials
• Track deadlines and deliverables across internal teams, vendors, and event partners
• Coordinate event logistics, including layouts, guest flow, rentals, equipment, deliveries, staffing, load‑in, and load‑out
• Support contingency planning and troubleshoot production and logistical challenges
• Serve as a key point of contact for vendors, contractors, sponsors, and event partners
• Coordinate schedules, deliverables, access, contracts, invoices, and logistical requirements
• Coordinate in‑kind partners and donated goods or services
• Track and fulfill sponsorship benefits, including signage, activations, tickets, hospitality, and recognition
• Assist with event budget tracking, invoices, expenses, payments, and financial commitments
• Maintain organized event files, vendor documentation, contracts, and production materials
• Support post‑event reconciliation, documentation, and wrap‑up
• Provide significant on‑site support during event production, load‑in, execution, and load‑out
• Oversee assigned areas of event operations and coordinate staff, volunteers, vendors, and contractors
• Troubleshoot issues in real time and help ensure a seamless experience for guests, donors, sponsors, and partners

• 3+ years of professional experience in event management, event production, fundraising events, hospitality, or a related field
• Demonstrated experience managing complex events involving multiple vendors, stakeholders, deadlines, budgets, and logistical requirements
• Strong project management and organizational skills, with exceptional attention to detail and follow‑through
• Ability to quickly step into active projects, assess priorities, and move work forward with minimal supervision
• Strong communication, problem‑solving, and interpersonal skills, with the ability to remain calm and adaptable under pressure
• A hands‑on, collaborative approach and willingness to jump in wherever needed
• Strong aesthetic sensibility and commitment to exceptional guest experiences
• Proficiency with Microsoft Office, Google Workspace, and/or project management platforms
• Experience with Teamwork or similar software is a plus
• Availability to work evenings and weekends as required by the event schedule
• Ability to work outside in Central Texas weather
• Ability to lift 20–30 lbs.

Demonstrates expertise in event management and production, with a strong focus on project coordination, vendor relations, and logistical execution. Proficient in budget tracking and maintaining organized documentation to ensure successful event outcomes.

• Event Management
• Project Management
• Vendor Coordination
• Budget Tracking
• Logistical Planning

• Event Production
• Budget Management
• Timeline Management
• Task List Coordination
• Contingency Planning
• On‑Site Event Support
• Guest Experience Enhancement
• Problem‑Solving
• Attention to Detail
• Aesthetic Sensibility

• Strong Communication
• Interpersonal Skills
• Adaptability Under Pressure
• Collaborative Approach
• Calmness in High‑Pressure Situations

• Event Logistics
• Fundraising Events
• Hospitality
• Stakeholder Management
• Vendor Relationships

• Microsoft Office
• Google Workspace
• Project Management Platforms
• Teamwork Software