Special Events Manager

Interested and qualified applicants are encouraged to submit a resume and cover letter to info.

On site M-F:
New York, NY (Midtown East)

Helpusadopt.org is looking for a proactive, detail-oriented, creative, and vision oriented events professional who enjoys working in a small organization where flexibility, creativity, ownership, strategic thinking and collaboration are essential. This role offers a rewarding opportunity to make a meaningful impact in the lives of families. The Special Events Manager will deliver events and experiences that fuel donor engagement, attract new audiences, and advance the organization’s mission.

Helpusadopt.org is a 19 year old fast-growing, mission-driven nonprofit organization that provides financial grants—up to $30,000—to help individuals and couples afford the cost of adoption. We support domestic, international, and foster care adoptions and proudly serve all families regardless of race, religion, gender, marital status, or sexual orientation.

The onsite Special Events Manager position is responsible for planning, coordinating, and executing fundraising and mission-driven events that support the goals and values of Helpusadopt.org. This role is hands‑on and ideal for someone who can manage logistics, vendors, timelines, budgets, and communications while working closely with leadership, board members, and other colleagues within our small team. This role operates from our NYC Midtown office five days per week and includes occasional evenings/weekends for live events.

Event Planning & Production

• End-to-end, planning and management of all aspects of annual fundraising events, programs, and special initiatives
• Clearly communicate timelines, budgets, and event plans with internal stakeholders
• Maintain budgets and revenue reports
• Coordinate and work collaboratively with venues, vendors, catering, staffing, entertainment, and technology
• Oversee on‑site event execution and troubleshoot issues as they arise
• Develop new opportunities and collaborative partnerships for fundraising events and activations at established tentpole events
• Work with leadership to support revenue goals aligned events
• Coordinate sponsor ships, ticketing, and donor communications
• Track RSVPs, guest lists, and post‑event follow‑up and wrap‑up reports
• Source, negotiate, and manage relationships with vendors and service providers
• Ensure contracts, permits, insurance, and logistics are in place
• Maintain Express a calm and commanding disposition, treating all vendors and partners with respect

Communications & Promotion

• Collaborate on event marketing and outreach plans that drive attendance and awareness
• Create and produce invitations, materials, signage, and programs
• Support list management, social media or email promotion related to events

Operations & Administration

• Operationalize and maintain relationships with tech partners such as One Cause
• Manage event budgets and expense tracking for all events
  
  Assist with post‑event reporting and evaluation
• Maintain organized records of event details, planning trackers, timelines, and contacts

You are a highly‑organized, creative individual who enjoys all aspects of event planning and production for small to mid‑size events. You’re naturally driven to optimize budgets and resources, resulting in successful outcomes. You are obsessed with details, have discerning taste, and are always curious about “knowing your audience”. You’re a self‑starter, a multi‑tasker, accountable and reliable. You’re comfortable working in a collaborative, small nonprofit or startup environment.

You enjoy rewarding work that is meaningful, purpose‑driven, and impacts the lives of humans around the world.

• Bachelor’s degree or equivalent
• 3–7 years of event planning; nonprofit experience is a plus
• Exceptional organizational and project management skills
• Ability to manage multiple priorities and deadlines simultaneously
• Excellent communication and problem‑solving skills

• Vendor negotiation and budget management
• Familiarity with ticketing or event management platforms
• Working knowledge of donor databases and reporting, Salesforce experience is a plus
• Sponsor and donor engagement skills; familiarity with One Cause
• MS Office, Google Workspace, and Canva experience is optimal

• Vacation and Sick Leave
• 401(k) Program
• Supplemental life insurance
• Short‑and long‑term disability insurance