Special Events Coordinator

Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.

Reporting to the Director of Events and Integrated Sales, working closely with colleagues in

Development and other departments across Studio Museum,as well as external clients, the Special Events Coordinator contributes to event operations, donor stewardship, and administrative coordination. The position regularly interacts with donors, vendors, and internal stakeholders while supporting multiple events throughout the season. Occasional evening and weekend work isrequiredin connection with fundraising events, donoractivitiesandrental events.

• Support planning and execution of two pillar fundraising events andadditionalcultivation events as well as external eventsof a busy facilities venue rental program
• Coordinate with vendors, internal and external stakeholders to support successful event execution
• Support sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, andtimelyfollow-up
• Manage event guest lists, response tracking, and donor follow-up activities
• Maintain seating data, mailing lists, and event-related databases
• Manage calendars, supplies, invoice processing, and other administrative functions
• Track fundraising progress, donations, pledges, acknowledgements, and reporting activities
• Draft event collateral,including invitations, programs, place cards, and supporting materials
• Assist with event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentation
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
• Provide onsite event registration and guest experience support

• Strong written and verbal communication skills with exceptional attention to detail
• Proficiency with Microsoft 365 applications and donor database systems such as Tessitura or similar, including experience with electronic Word mail merges
• Experience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferred
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after events
• Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
• Customer service orientation and ability to remain calm, flexible, and solution- focused during live events and changing circumstances
• Availability to work occasional evenings, weekends, and early mornings in alignment with the event calendar
• Skilled at anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up

• 2+ years of professional experience in fundraising, development, events, or administrative support
• Bachelor’s degree in arts administration, hospitality management, or a related field, or additional professional certification, is a plus
• Experience supporting donor, customer, constituent, or stakeholder-facing activities

Comfortable with lifting, moving, or transporting event materials as needed and standing or walking for extended periods during events

• This position is a non-exempt position and may require working more than forty (40) hours during a work week.
• Fast-paced environment with varying levels of guests and employees present.
• Building…