Assistant Event Coordinator

Houston, Texas|

Reports to:

Director of Events

Assistant Event Coordinator

Houston, Texas|

Reports to:

Director of Events

Assistant Event Coordinator supports the planning, execution, and closeout of Sky High for Kids fundraising events. This role is the administrative point person for event information in Givergy and helps maintain accurate guest, sponsor, auction, and transaction records. The Events Assistant attends events, supports the team on site, and completes timely post-event follow-up and data cleanup.

The ideal candidate enjoys both detailed behind-the-scenes work and the pace of live events.

• Build and maintain event records in Givergy, including registrations, guest lists, tables, sponsor ships, auction items, packages, and event communications as assigned by the lead event coordinator or Director of Events.
• Monitor incoming registrations and information from sponsors, guests, vendors, and event partners; follow up on missing details.
• Prepare check-in materials, seating information, signage lists, reports, and other materials needed by the events team.
• Track event deadlines, outstanding deliverables, and changes to guest or sponsor information.
• Keep event files, timelines, and working documents organized and current.

• Attend fundraising events and assist with setup, registration, check-in, guest needs, auction or giving activities, and event breakdown. Event attendance is a core responsibility of this position and requires flexibility to work evenings and weekends, as well as travel for events outside Houston.
• Help troubleshoot registration and Givergy issues during events and communicate time-sensitive updates to the appropriate team members.
• Coordinate event-day volunteer assignments with the Programs Assistant, who manages the organization-wide volunteer roster and volunteer onboarding.

• Complete Givergy cleanup, including guest records, auction results, payments, outstanding balances, and other event data.
• Prepare post-event reports and follow-up lists for the events and development teams in coordination with finance.
• Assist with sponsor and guest follow-up, fulfillment tracking, thank-you communications, and outstanding item collection or delivery.
• Coordinate with the Development Assistant to ensure event participation, gifts, sponsor ships, and relevant interactions are accurately reflected in Blackbaud.
• Document lessons learned and maintain event records for future planning.

• Assume additional duties and assist with projects across departments as organizational needs evolve. All team members are expected to contribute collaboratively and take on responsibilities beyond their primary role to support Sky High for Kids mission and operations.

• Experience in event coordination, administrative support, hospitality, fundraising, or a related field preferred.
• Experience with Givercy or a comparable event and auction platform.