Coordinator, Special Events

• Provide day-to-day administrative and logistical support for the Special Events team, including scheduling meetings, maintaining internal calendars, and office supply management.  

• Support financial workflows for Special Events by processing vendor payments, filing invoices, and coordinating team related reimbursements and expenses in a timely and accurate manner.  

• Pull customized financial and event-related reports as needed by the Special Events team, ensuring the accuracy and clarity of information for internal use.  

List Management / Guest Communications (30%)  

• Support guest list workflows by pulling and maintaining invitation lists in Tessitura and Excel. 

• Coordinate aspects of digital and print invitation deployments and mailings as directed by event leads. 

• Track RSVPs for select events providing professional, concierge style responses to donor inquiries and guest submissions.  

• Serve in on-site event roles including check-in, guest wayfinding, and other assignments, ensuring a warm and welcoming experience for donors and special guests. 

Event Production (20%)  

• Support event leads with the planning and execution of donor-focused, mission-aligned events by coordinating logistics such as timelines, vendor communication, venue setup, and event prep and follow-up. 

• Manage event materials and supplies, including maintaining inventory, and preparing necessary items for on- and off-site events. 

Assist the Manager, Special Events with volunteer coordination for select events by managing assignments, schedules, and communication to help ensure a seamless volunteer experience. 
  

What will we expect of you:  

•  Strong administrative and organizational skills, including scheduling, calendar management, and office operations 

• Proficiency in Tessitura and Microsoft Office for list management, data entry, and communication 

• Ability to manage multiple timelines and priorities while supporting event logistics and production 

• Experience in coordinating volunteer engagement and event material preparation 

• Team-oriented, flexible, and able to collaborate effectively across departments 

• Comfortable working evenings and weekends as needed for event support 

Education and Experience 

• Bachelor’s degree in Hospitality, Arts Administration, Marketing, Communications, or other relevant disciplines 

• Minimum of 2–3 years of professional experience in event coordination, fundraising nonprofit administration, or a related field 

• Experience working with CRM or event management databases (Tessitura preferred) is highly desirable 

• Equivalent combinations of education and experience will be considered 
   

Language Skills  

• Excellent written and verbal communication skills, with a concierge-style approach to guest and donor interactions 

Mathematical Skills  

• Must possess basic math skills, including the ability to calculate budgets, percentages, and quantities needed for event planning and execution. 
   

Physical Requirements 

• Prolonged periods of sitting at a desk and working on a computer. 

• Must be able to lift up to 20 pounds at times.  

What you can expect from us/ Benefits of working here 

• Health Insurance 

• Life and AD&D 

• Dental 

• Vision 

• Short Term Disability 

• Long Term Disability 

• Flexible Spending Account 

• Employee Assistance Plan 

• 403b (with employer match!) 

• Financial Wellness Program 

• Public Service Loan Forgiveness Program 

• Paid Time Off 

• Paid Holidays (including employee’s birthday!) 

• Discounts and complimentary offers to visit the High Museum, Alliance Theatre and Atlanta Symphony Orchestra.