Special Events Coordinator - New Providence

Overview

Responsible for planning, coordinating and executing BNT fundraising and organizational events. The Special Events Coordinator will manage event logistics, budgets, vendors, sponsors, staff and volunteers to ensure events are professionally delivered, meet fundraising goals and support BNT’s mission and organizational policies.

Essential Duties and Responsibilities

Event Planning & Management

• Work with the Director of Development to develop and implement BNT’s annual fundraising events strategy.
• Plan and execute fundraising events to achieve established revenue, attendance and engagement goals.
• Assist with the coordination of non-fundraising BNT events, including launches, ceremonies, stakeholder functions and other organizational activities.
• Develop and manage event timelines, budgets, logistics, vendors and service providers.
• Work with the Director of Development and BNT leadership to secure and coordinate event sponsorship.
• Serve as a key point of contact for event sponsors, vendors and participants.
• Support donor and sponsor stewardship through high-quality event experiences.
• Coordinate with Marketing & Communications on event promotion, branding and communications.
• Work with Human Resources to coordinate appropriate staffing and staff assignments for events.
• Collaborate with Education & Outreach to recruit, organize and activate volunteers, including corporate and community partners.
• Coordinate event setup, execution and breakdown and provide on-site management as required.
• Maintain event records and an annual calendar of fundraising and major organizational events.

Event Monitoring & Reporting

• Monitor and evaluate the performance of fundraising events against approved revenue, expenditure, attendance and engagement targets.
• Track event revenue and expenses and work with the Director of Development and Finance Department to support timely financial reconciliation following events.
• Prepare post-event reports that assess fundraising results, attendance, sponsorship performance, expenses, return on investment, participant feedback and other relevant outcomes.
• Identify lessons learned and make recommendations to improve the effectiveness, efficiency and financial performance of future events.
• Create monthly reports and other reports as required by the Director of Development and management that accurately reflect event activities, progress and performance.
• Maintain an annual calendar of BNT fundraising and major organizational events to support effective planning and coordination across the organization.
• Perform other responsibilities as assigned by the Director of Development.

Required Skills

• Degree in Business Administration, Hospitality Management, Marketing, Public Relations or a similar field.
• Proven experience in event planning and management, preferably including fundraising or nonprofit events.
• Strong project management, organizational and budgeting skills.
• Excellent interpersonal, communication and relationship-building skills.
• Experience coordinating vendors, volunteers and multiple stakeholders.
• Strong attention to detail and ability to manage multiple priorities and deadlines.
• Ability to remain calm, flexible and solutions-oriented in a fast-paced event environment.
• Willingness and ability to work outside of normal business hours, including evenings and weekends, as required for events.
• Strong computing skills, including Microsoft Office applications, experience with database, donor management or event management is an asset.