{"id":766400,"url":"https://alion.io/job/studiomuseum-special-events-coordinator","title":"Special Events Coordinator","company":{"id":689472,"name":"Studio Museum in Harlem","domain":"studiomuseum.org","url":"https://alion.io/company/studiomuseum","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Rippling","truth_index":{"grade":"B","score":75,"open_postings":5,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-11-08T05:47:12Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":32,"max":34,"currency":"USD","period":"hour","gross":null,"usd_annual":68000},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"closed","first_seen_at":"2026-07-20T20:15:21Z","employer_posted_date":"2026-07-20","last_verified_at":"2026-11-05T17:28:22Z","board_verified":false,"closed_at":"2026-11-05T17:28:22Z","days_open":107,"trust":{"level":"stale","repost_count":0,"flags":["stale"],"days_open":107},"description":"About Our Organization\nFounded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.\n Job Summary\nReporting to the Director of Events and Integrated Sales, working closely with colleagues in Development and other departments across Studio Museum, as well as external clients, the Special Events Coordinator contributes to event operations, donor stewardship, and administrative coordination. The position regularly interacts with donors, vendors, and internal stakeholders while supporting multiple events throughout the season. Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events.\nEssential Duties and Responsibilities\nSupport planning and execution of two pillar fundraising events and additional cultivation events as well as external events of a busy facilities venue rental program\nCoordinate with vendors, internal and external stakeholders to support successful event execution\nSupport sponsor, host, committee, trustee, and donor communications, including meeting preparation, agendas, materials, and timely follow-up\nManage event guest lists, response tracking, and donor follow-up activities\nMaintain seating data, mailing lists, and event-related databases\nManage calendars, supplies, invoice processing, and other administrative functions\nTrack fundraising progress, donations, pledges, acknowledgements, and reporting activities\nDraft event collateral, including invitations, programs, place cards, and supporting materials\nAssist with event budgets, expense tracking, invoice reconciliation, contracts, permits, certificates of insurance, and other compliance-related documentation\nCoordinate event production details such as floor plans, catering, audiovisual needs, signage, décor, transportation, security, setup, breakdown, and staffing assignments\nPrepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience\nProvide onsite event registration and guest experience support\nSkills and Qualifications\nStrong written and verbal communication skills with exceptional attention to detail\nProficiencywith Microsoft 365 applications and donor database systems such as Tessitura or similar, including experience with electronic Word mail merges\nExperience with event registration, ticketing, RSVP tracking, seating, or auction platforms is preferred\nAbility to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness toassistwherever needed before, during, and after events\nAbility to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information\nCustomer service orientation and ability to remain calm, flexible, and solution-focused during live events and changing circumstances\nAvailability to work occasional evenings, weekends, and early mornings in alignment with the event calendar\nSkilled atanticipatingneeds,identifyingpotential issues early, and following through on details from planning through wrap-up\nEducation and Experience\n2+ years of professional experience in fundraising, development, events, or administrative support\nBachelor’s degree in arts administration,hospitalitymanagement,or a related field, oradditionalprofessional certification, is a plus\nExperience supporting donor, customer, constituent, or stakeholder-facing activities\nPhysical Demands\nComfortable with lifting, moving, or transporting event materials as needed and standing or walking for extended periods during events\nWork Environment\nThis position isanon-exemptposition and may require workingmore thanforty (40) hours during a work week.\nFast-paced environment with varying levels of guests and employees present.\nBuilding Accessibility - office locations are wheelchair accessible, with elevators in the building. Other accessibility accommodations can be further discussed.\nCompensation\n$32 - $34 per hour\nA competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.\nApplication Instructions\nPlease upload your resume and a cover letter to your application. No phone calls or emails, please.\nPlease note that while careful consideration will be given to each submission, only a select number of applicants will be contacted due to the volume of interest.\nThe Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.\nResearch shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. 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