Event Planning Assistant

FOUNDATION

The Miami Foundation is building the home base for generosity and community impact in Greater Miami. Since 1967, the Foundation has invested over $900M to strengthen our community in partnership with more than 1,000 partners and over 60,000 donors. By accelerating leadership, generosity, and a sense of belonging across Miami, we inspire people to become changemakers, and we create ways for donors, nonprofits, leaders, and locals to work together on solutions for our community.

At The Miami Foundation, everyone has a role they can play in creating a thriving Greater Miami.

Full-time

The Miami Foundation is seeking a values-driven, highly organized, collaborative, and solutions-oriented Event Planning Assistant to help the Foundation deliver large-scale, mission-driven convenings that inspire generosity, strengthen community engagement, and elevate the overall experience for donors, nonprofits, partners, and the broader public. The Event Planning Assistant supports the work of the Strategic Communications Department and the planning and execution of Give Miami Day, the largest single-city giving day in the nation.

Help produce high impact convenings led by The Miami Foundation throughout the year by translating strategy into action, managing timelines, coordinating logistics, and supporting operational readiness across a portfolio of events.

Serve as a central coordinator across teams, vendors, and partners to ensure seamless execution of a complex, multi‑day campaign in November that includes Give Miami Day, the Give Miami 5K Race and Festival, Mission Control, and related community activations.

FLSA Status:
Non‑Exempt

Pay Range: $22.60 - $25.00 per hour ($47,000 - $52,000 annual equivalent), commensurate with experience and qualifications

Reports to:

Give Miami Day and Special Events Director

• Develop, maintain, and oversee master project plans for Give Miami Day and other assigned special events, integrating timelines and deliverables across programming, sponsorship, communications, and operations.
• Coordinate regular planning meetings with internal project leads and track milestones, action items, and dependencies across multiple events.
• Support risk assessment and contingency planning for all major events.
• Support with other special projects as needed.

• Support the operational planning and execution of Give Miami Day events, including the 5K Race, Festival, Mission Control, and related activations.
• Support the planning and execution of other special events, convenings, and donor experiences hosted by The Miami Foundation.
• Coordinate load‑in and load‑out schedules, equipment deliveries, signage placement, staffing plans, and on‑site logistics.
• Support permitting, insurance, safety planning, and compliance requirements in collaboration with internal teams and external partners.
• Assist with staff and volunteer scheduling, training, and day‑of operations.
• Provide on‑site leadership during Give Miami Day events and other special events, supporting overall logistics and coordination.
• Assist with real‑time troubleshooting and decision‑making during event execution.

• Ensure alignment across work streams and support teams in meeting shared timelines and goals.
• Facilitate information flow and documentation to reduce silos and increase operational clarity.
• Support the management of external vendors and partners across Give Miami Day and other special events, including production teams, AV providers, venues, and activation partners.
• Track vendor deliverables, timelines, and on‑site needs to ensure readiness and accountability.

• Bachelor’s degree or equivalent professional experience required.
• 2+ years of experience in event operations, project management, logistics, or related fields.
• Supporting large‑scale, multi‑stakeholder events or campaigns.
• Utilizing organizational and time‑management skills.
• Crafting excellent written and verbal communications to advance…