Special Events Coordinator

Since 1893, Boys & Girls Clubs of Boston have played an essential role in opening doors and creating opportunities for young people across this city. For every youth in Boston and Chelsea, Boys & Girls Clubs of Boston are a life-changing force for opportunity and empowerment that enables future talent to reach their full individual potential as productive citizens and leaders, inspired to make a difference in the Greater Boston community.

By reaching 22 of 23 communities throughout Boston and Chelsea, no other youth serving organization engages more young people and families. Learn more b.org and join us in transforming our members, our communities, our city!

Reporting to the Director of Special Events, the Special Events Coordinator plays a key role in supporting the planning and execution of Boys & Girls Clubs of Boston’s fundraising, cultivation, and stewardship events. In this highly collaborative role, the coordinator manages event logistics, timelines, RSVP tracking, event collateral, onsite event support, and general event administrative tasks to help achieve BGCB’s strategic fundraising goals, build brand awareness, and engage a broad spectrum of donors, volunteers, and community partners.

Working closely with the Special Events team and the Marketing staff, this role supports the successful execution of BGCB’s signature events, including Annual Dinner, and House Party, as well as a variety of club events across the organization.

Additionally, this role provides administrative and event support to the AVP of Business Development and Events by managing schedules, coordinating communications and meetings, supporting donor and sponsor relations, and assisting with event follow-up tasks.

Events Operations & Project Management

• Maintains and implements organization-wide event standards and procedures.
• With Director of Special Events, oversees planning timelines and task assignments for assigned events and helps ensure deadlines are met.
• Assists with the development and maintenance of event systems, timelines, protocols, and best practices to ensure all BGCB events are high-quality, mission-driven experiences.
• Assists with onsite event production, setup, execution, and post-event cleanup as necessary.
• Supports the planning and execution of BGCB’s signature events, including Annual Dinner, and House Party.

Executive Administration & Alignment

• Works closely with the Director of Special Events, and Development Operations staff to ensure event programming, messaging, logistics, and details align with organizational goals.
• Provides administrative and logistical support to the AVP of Business Development and Events, including meeting coordination, calendar support, donor and sponsor communications, preparation of materials, and event follow-up assignments.
• Collaborates with BGCB’s Development Operations Team to produce and manage invitation, RSVP, sponsorship, and guest tracking processes for assigned events.
• Supports Club Leadership with the planning and marketing of their local events to maximize their fundraising efforts.

Stakeholder Engagement & Relationship Management

• Works with BGCB leadership and volunteer committees as assigned, ensuring committee members have the resources and information necessary to support fundraising efforts.
• Coordinates and communicates event logistics for assigned fundraising, cultivation, and stewardship events to attendees, vendors, volunteers, and BGCB team members.
• Assists with volunteer coordination for events, including communication, scheduling, onsite support, and follow-up.
• Provides excellent customer service to event attendees, donors, sponsors, volunteers, and community partners.
• Tracks event revenue and ensure…