amfAR, The Foundation for AIDS Research




 TITLE:                 Coordinator, Special Events

DEPARTMENT: Special Events

LOCATION:        New York



Provides administrative and clerical support to the Director of Special Events; Coordinates administrative operations for Special Events department, establishing consistent procedures and reporting formats; Maintains a comprehensive department schedule, establishing deadlines and milestones for events; Coordinates event calendars, both internally and on external event websites; Coordinates Special Events department’s print schedules, both internally and as a liaison with creative, communications, and website staff; With General Counsel, oversees contract review process; Liaises with Accounting and Finance departments; Assists in planning and implementing new and ongoing Special Event fundraising programs and activities; Provides support to the Manager of Business Partnerships.    

Develops procedures, processes, and reporting methods that promote efficiency and productivity and trains department staff in these systems; Assists Director in establishing efficient overall operations.

Creates and maintains a department master schedule for all events, establishing deadlines and milestones to prevent last minute difficulties; With the Director, ensures compliance with schedules from Special Events department staff and related departments; Distributes event calendar to related departments; Ensures all events are posted in respective calendars.

Coordinates the timely preparation, clearance, and production of all printed event materials; Serves as liaison with other departments, ensuring all required development reviews occur and proper sign-offs are secured.

Manages Special Events department’s presence on amfAR website, including providing text and securing proper authorizations; Coordinates and maintains all event-based Kintera webpages, most notably coordinating the various levels of Trek Kintera pages.

Coordinates and maintains effective communication channels with Special Events managers to ensure all pertinent information is exchanged promptly.

Coordinates event production schedules, providing technical assistance at events as needed; Coordinates event logistics, including possible negotiation with vendors and volunteer management; Supports donor ticketing, seating, same-day registration, etc.

Coordinates Special Events department’s needs with the Facilities and Services department, including archiving, storage, inventory, shipping and mailing, and logistical needs.

Provides administrative and clerical support to the Director, including drafting department correspondence, making travel arrangements, processing check requests, making photocopies, and distributing faxes and mail.

Assists with provision of department information to Accounting in formats required; Distributes payroll to department; Provides reports to related departments as needed.

Assists Business Partnerships Manager with updating and assembling materials for the sponsorship website; Provides desktop publishing support; Conducts supplemental prospect research for potential sponsors; Coordinates distribution of sponsorship materials; Provides administrative support including proofreading and filing and assists with the contract process.

Assists in the preparation and execution of endorsed events.

Serves as liaison to General Counsel and oversees timely contract review process.

Performs other department duties as assigned.

Four-year college degree required. Working knowledge of fundraising principles and practices required. One to two years of experience in special events preferred.  Excellent verbal, written, organizational, and interpersonal communication skills required. Must have good computer skills with knowledge of business applications and donor database systems. Must be proficient in Word and Excel. Able to travel and maintain extended work hours. Physically capable of carrying up to 25 lbs. of equipment or materials and standing for prolonged periods during events.

Interested applicants should forward their resume, cover letter and salary requirement to:

We are an Equal Opportunity Employer.

No agencies please.