Event Coordinator

This is a Full Time Job

Location: Ideally based in New York, NY or Boston, MA (with the ability to work primarily remote)

Job Description: AAB Productions is seeking a dynamic and highly organized Event Coordinator to join our team to support the success of world-class global fundraising events. This position, reporting to the President and Vice President of AAB Productions, will be responsible for daily administrative tasks, maintaining internal documents and company website/socials, assistance with the planning and execution of domestic and international events, travel and logistical coordination for internal and external teams, building and developing relationships with vendors, sponsors, and guests, liaising with accounting and legal departments, assisting with guest lists, coordinating printing/shipping needs, and more. To be successful in this role, the Event Coordinator should be outgoing, self-driven, and eager to learn new skills.

Duties & Responsibilities
• Assist in performing regular administrative duties in a timely and efficient manner; including but not limited to recording and tracking donor contracts and payments, reviewing and submitting event-related invoices for payment, writing acknowledgment and thank you letters, assembling sponsorship packets, creating and updating donor/program related forms, researching both monetary and in-kind funding sources, writing solicitation letters, executing mass mailings, etc.
• Provide clerical support for the larger AAB Productions team, including drafting correspondence, proofreading and filing, making travel arrangements, processing check requests, making photocopies, compiling expenses, etc.
• Perform complex administrative duties, with little supervision, exercising confidentiality, independent discretion, and good judgment.
• Assist the team in establishing efficient overall operations including developing procedures, processes, and reporting methods that promote efficiency and productivity and train colleagues in these systems.
• Create and maintain a master schedule for all events as well as project-specific timelines that establish deadlines and milestones.
• Coordinate the timely preparation, clearance, and production of printed event materials.
• Coordinate and maintain effective communication channels to ensure all pertinent information is exchanged promptly.
• Coordinate event production schedules, providing assistance at events as needed including preparation, set-up, event execution, and tear-down.
• Coordinate event logistics, including possible negotiation with vendors and volunteer management.
• Support donor ticketing, seating, same-day registration, etc.
• Coordinate archiving, storage, inventory, shipping/mailing, and logistical needs for AAB Productions.
• Conduct prospect research for potential sponsors and auction lots.
• Coordinate distribution of sponsorship materials.
• Assist with the contract process, including liaising with partners and ensuring timely contract review processes.
• Create event materials such as run of shows, contact lists, deliverables, shot lists, shipping grids, and other documents pertinent to each event.
• Manage client and guest expectations by ensuring delivery of the highest quality service, and responding expeditiously in all communications.
• Represent AAB Productions in a positive manner at all times, including working with staff, volunteers, sponsors, donors, guests, VIPs, and vendors.
• Run errands as needed and perform other duties as assigned.

Qualifications:
• One to two years of experience in a professional special events setting required.
• Four year college degree required.
• Proficiency in French and/or Italian a plus.
• Working knowledge of fundraising principles and practices.
• Excellent verbal, written, organizational, and interpersonal communication skills required.
• Must have good computer skills with knowledge of business applications.
• Must be proficient in GSuite, Microsoft Office, Keynote, Canva, and Adobe Creative Suite.
• Team player that demonstrates initiative and problem solves daily, quickly but effectively.
• Able to travel both domestically and internationally and maintain extended work hours, including weekends.
• Ability to manage multiple projects simultaneously and efficiently.
• Physically capable of carrying up to 30lbs of equipment or materials and standing for prolonged periods during events.