Development Special Events Coordinator

Central Administration, The Central Administration Building, 5100 Montrose Blvd, Houston, TX 77006, USA

Title:

Development Special Events Coordinator

Reports To:

Senior Development Officer, Special Events

Pay Type:

Full-Time, Regular, Non-Exempt, 35 hrs/week

Salary:
Commensurate with Experience and Education

Benefits:
Group Medical and Dental Insurance, Life and Long Term Disability, Insurance, Retirement Plan, Flexible Spending Plans, Paid Time Off, Reserve Time Off, Holiday Pay, Museum Membership and Discounts

Work Schedule:

Monday – Friday, 9am – 5pm

Work Location:

5100 Montrose, a non-smoking facility

The Development Special Events (DSE) team is seeking a highly motivated and creative Coordinator to join our collaborative and fast‑paced team. The DSE team produces three primary categories of events—fundraising, stewardship, and VIP rentals—totaling more than 30 events annually. This role will focus primarily on supporting and coordinating the museum’s fundraising events as its core day‑to‑day responsibility, including approximately 7–9 major fundraising events each year, while also providing support across other areas of the DSE team and the broader Development office.

• This position works at the direction of the Senior Development Officer, Special Events.
• Responsible for working in tandem with the Senior Development Officer, Special Events to plan and execute all facets of fundraising events to ensure smooth functioning of events from inception to completion.
• The Development Special Events Coordinator serves as invaluable support to the rest of the Development Special Events team that executes over 30 events a year. Duties include but are not limited to:
  • Planning fundraising events as requested by the Senior Development Officer, as both an event lead and co‑lead. The 7‑9 fundraising events per fiscal year raise between $5 and $7 million dollars.
  • Planning stewardship events as requested by the Senior Development Officer.
  • Providing on‑site assistance with fundraising events, stewardship events, patron group events, external events, etc.
  • Providing assistance and advice for external events, patron group events, stewardship events as requested.
• Specific event planning responsibilities will include any or all of the following items, depending on the event:
  • Coordinate vendors such as catering, photography, entertainment, décor, rentals, audio‑visual, etc.
  • Coordinate event logistics and timeline.
  • Develop and maintain event budgets.
  • Assist with décor ideas and selections.
  • Create layouts and update during the planning process.
  • Work with graphics, administration offices, and development to draft, approve, and create invitations.
  • Compile guest lists and invitation lists from multiple sources.
  • Coordinate with the Associate to create mailing lists, follow up lists, host committee lists, and check proper listings of donors.
  • Print and mail/assist with printing and mailing of save the dates, host committee letters, underwriter letters, invitations, etc., as needed for each event.
  • Maintain RSVPs for events.
  • Draft correspondence to donors, including host committee letters, underwriter letters, follow up emails, etc., as needed.
  • Work with chairmen to manage expectations.
  • Actively participate in meetings with chairmen, vendors, and internal museum departments.
  • Prepare documents for meetings with internal departments, chairmen, vendors, etc.
  • Submit internal event paperwork and keep lines of communication open between relevant departments and vendors.
  • Work with other key departments to plan and execute all facets of events, and to ensure smooth functioning of events from inception to completion.
  • Work with the communications team on an event press plan, drafting necessary press announcements, and selecting images for press releases.
  • Coordinate and manage the flow of the event and the guest experience.
  • Coordinate "behind the scenes" activities during the event: observe and assist with guest arrival process, adjust seating/tables and troubleshoot as necessary, coordinate with caterer and beverage staff, assure event flows smoothly and runs on time, etc.
  • Provide on‑site support for front‑line staff at the event.
  • Troubleshoot…