Position: Special Events Coordinator
Department: Administration
Pay Rate: $55,000-$60,000  Status: Exempt
Last Revised: 01.2026

Definition

The Special Events Coordinator plans and executes The Children's Cabinet's fundraising events and programs to fuel our mission to keep children safe and families together. Specifically, this role works with leadership to execute their vision for Art of Childhood, including leading the Art of Childhood Committee. Additionally, this role is responsible for planning and executing all third-party events, additional fundraisers, and the Adopt A Family program across the organization. This role manages all event logistics from planning and set-up through post-event wrap-up, including vendor coordination, timelines, budgets, volunteer staffing, day-of execution, and closing out the event.

Supervision

Event Committees and community volunteers.

Duties

- Work closely with the Donor Relations Team to plan and execute all Cabinet fundraising events and meet event revenue goals to fuel The Children's Cabinet's mission of keeping children safe and families together.

- Plan and execute a calendar of fundraising and engagement events, including Art of Childhood, as well as other fundraisers and community/third-party events.

- Serve as the primary staff liaison to the Art of Childhood Committee and other committees as assigned, guiding members through planning timelines, roles, and execution while fostering strong relationships and meaningful engagement.

- Collaborate with the Donor Relations Manager and Director to support donor stewardship efforts

- Create event budgets, workplans, timelines, task lists, and run-of-show documents; facilitate regular planning check-ins to keep deliverables on track.

- Manage event logistics including venues, catering, A/V, rentals, décor, transportation, entertainment, and day-of production needs.

- Develop and track event budgets; monitor expenses, process invoices, and support post-event reconciliation in coordination with Finance and leadership.

- Coordinate vendor communication, contracts, deliverables, and schedules; ensure vendors meet timelines and expectations.

- Manage event registration and guest experience logistics, including ticketing systems, attendee lists, seating plans, check-in procedures, and accessibility needs.

- Coordinate printed and onsite event materials (signage, programs, bid sheets, table materials, name badges) in collaboration with Marketing.

- Coordinate partnership fulfillment and recognition logistics (e.g., logo collection, placement details, signage coordination, program acknowledgments, sponsor tickets/benefits), in partnership with Donor Relations and Marketing teams.

- Lead event silent auction operations, including item intake and tracking, catalog details, display planning, bidding platform setup/support, checkout coordination, and item pick-up/fulfillment.

- Coordinate volunteer staffing for assigned events/programs by identifying roles and coverage needs, building schedules, confirming assignments, and providing day-of volunteer leadership.

- Direct day-of event operations, including set-up, vendor load-in, volunteer coordination, troubleshooting, timeline management, and breakdown.

- Support donor-facing staff with event execution needs, including VIP logistics, host support, stewardship moments, and donor experience coordination.

- Manage processes for third-party/community events, including event intake, planning support, toolkits/materials, brand guidance, and post-event follow-up logistics.

- Lead the organization-wide Adopt a Family program by creating the annual plan, timeline, and volunteer schedule; coordinating logistics and communication flow with case managers and internal teams.

- Support donor stewardship and cultivation events, including donor appreciation gatherings, engagement activities, and relationship-building experiences designed to strengthen donor retention and connection to the mission.

- Plan and execute "friendraiser" events and activities that build community awareness, expand the organization's network of supporters, and create meaningful entry points for new and existing donors, as assigned.

- Other duties as assigned.

Minimum Qualifications Needed:

Skills and Knowledge

Experience planning and executing fundraising or large-scale events, including managing timelines, budgets, vendors, volunteers, and day-of logistics.

Strong project management skills, with the ability to create and manage workplans, timelines, run-of-show documents, and task lists across multiple events and programs.

Budget tracking and administrative skills, including invoice processing and expense monitoring.

Experience coordinating vendors and contracts, including venues, catering, A/V, rentals, décor, entertainment, and production partners.

Experience supporting fundraising event revenue goals, including sponsorship fulfillment, donor experience coordination, and silent auction operations.

Experience coordinating volunteers and committees, including role definition, scheduling, communication, and day-of leadership.

Ability to collaborate cross-functionally with Donor Relations, Marketing, Programs, Finance, and external partners to ensure cohesive event execution.

Strong written and verbal communication skills to support event communications, committee coordination, vendor management, and donor-facing interactions.

Understanding of brand consistency and partnership recognition, including signage, materials, sponsor benefits, and acknowledgment logistics

High attention to detail with the ability to anticipate needs, problem-solve quickly, and manage competing priorities.

A high level of computer competency, including knowledge of Microsoft Office programs.

Ability to:

- Plan, organize, and execute multiple complex events simultaneously, maintaining attention to detail, accuracy, and high-quality execution.

Lead and support volunteers and committees in a professional, inclusive, and engaging manner, fostering positive relationships and shared ownership of events.

Manage competing priorities and tight deadlines in a fast-paced, event-driven environment.

Communicate clearly, professionally, and responsively, both verbally and in writing, with donors, volunteers, vendors, partners, and internal teams.

Apply a solutions-focused mindset, proactively identifying and resolving issues before and during events.

Exercise sound judgment and professionalism when representing The Children's Cabinet to donors, sponsors, vendors, and community partners.

Adapt quickly to changing circumstances, including last-minute adjustments, troubleshooting, and day-of event needs.

Work collaboratively across teams, supporting donor-facing staff with stewardship moments, VIP logistics, and donor experience needs.

Work evenings and weekends as required to support events and engagement activities.

Special Requirements:

- Bachelor's degree in nonprofit management, business administration, marketing, hospitality, or a related field, or equivalent combination of education and experience.

- Three to five years of relevant experience in event planning, project cooridnattion, fundraising events, hospitality , or related roles.

- Be able to pass a background check.

- Must have a reliable vehicle to get to and from work, events, and errands.

- Must possess a valid Nevada Driver's license, proof of insurance for utilizing a personal vehicle for company business, and a clean driving record.

- Must be capable of fulfilling all the physical aspects of the job including but not limited to: being able to lift and carry 50 lbs.; able to walk up and down stairs, repetitive keystroking (initiating and responding to e-mails; typing copy, etc.)

- Ability to work evenings and weekends. Some travel required; office visits and/or training.

Benefits

Eligible to receive Cabinet benefits for full-time staff.

The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, veteran status, color, religion, national origin, age, handicap, familial status, political affiliation or beliefs.

It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and the Children's Cabinet.

                    Program Coordinator expectations: Collaboration/Advocacy/Respect/Inclusion/Strengths

1. Planning and Coordination: Program Coordinators are responsible for planning, organizing, and coordinating day to day program operations. This includes developing timelines, setting goals, and ensuring that all activities are executed efficiently.

2. Communication: Effective communication is essential for a Program Coordinator. They need to communicate with team members and participants to ensure everyone is informed about program activities, expectations, and updates.

3. Team Management: Program Coordinators oversee a team of staff and/or volunteers involved in implementing the program. This may involve assigning tasks, providing guidance and support, and ensuring that everyone is working towards the program's objectives.

4. Leadership: Program Coordinators are expected to guide their individual team members to understand their program outcomes, agency policies and procedures, and agency culture.

5. Budget Knowledge: Depending on the program, Program Coordinators may be responsible for providing input on programmatic needs and knowing their budgets and allocating resources appropriately. This could involve monitoring expenses and ensuring that the program operates within its financial constraints in conjunction with their Program Manager.

6. Quality Assurance: Must be able to use program data to identify if programs are meeting objectives and goals as well as review data to identify missing or inconsistent data.

7. Evaluation and Reporting: Program Coordinators assess the effectiveness of the program by collecting and analyzing data, feedback, and other relevant information. They will use this data to improve program implementation. They are responsible for preparing reports for their Program Managers so they may analyze to support continuous improvements.

8. Problem-Solving: Program Coordinators must be able to identify issues or challenges that arise during program implementation and develop solutions to address them promptly and address with their Program Managers. This requires critical thinking, creativity, and the ability to adapt to changing circumstances.

9. Compliance and Documentation: Program Coordinators need to ensure compliance with relevant laws, regulations, and organizational policies. They are also responsible for maintaining accurate documentation and records related to the program's activities and supervisory related documentation.

10. Relationship Building: Building and maintaining positive relationships with team members is crucial for the success of the program. Program Coordinators need to solicit feedback, conduct evaluations, and implement changes based on lessons learned to achieve program goals.

11. Partnerships: Building and maintaining positive relationships with partners and participants is crucial for the success of the program. Program Coordinators need to collaborate with external organizations and community members, and engage in outreach to achieve program goals.

12. Adherence to Mission and Values: Program Coordinators are responsible for ensuring that the program aligns with the organization's mission, values, and strategic objectives. They should work towards fulfilling the organization's overarching goals, in conjunction with their Program Manager, while also meeting the specific needs of the program participants.

Overall, being a Program Coordinator requires a diverse skill set, including strong organizational, communication, leadership, and problem-solving skills, as well as a commitment to the mission and goals of the program and organization.

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