Special Events Coordinator – [Islandia, NY]

Job Summary

The Special Events Coordinator is responsible for planning, coordinating and executing Agency and Program events including, but not limited to, the Presidential Gala, Fashion Show, Annual Golf Outing, Fishing Tournament and Poker Tournaments.


The Special Events Coordinator will report to the Director of Development.


  • Cultivate relationships with existing donors and new donors/attendees of events.
  • Work closely with agency staff, volunteer committees, and others to optimize event participation and success.
  • Propose ideas for new events and to improve the planning and implementation of current events.
  • Conduct research, make site visits and find resources to execute events
  • Organize facilities and manage all event on-site production such as décor, catering, entertainment, invitation lists, special guests, promotional materials, clean up, etc.
  • Serve as liaison to vendors on all event-related matters.
  • Work with marketing department to prepare event materials and create timeline of projects.
  • Assist in developing appropriate materials for gift solicitation.
  • Prepare financial and event related reports.
  • Track event finances, including check requests, invoicing and budget reporting.
  • Tracking of all event related gifts into database
  • Manage data entry and reporting for events, including attendee information, registration status, payment processing and follow up.
  • Manage data entry and reporting for all gifts received by the agency and provide proper donor acknowledgement letters
  • Maintain donor database with current information
  • Attend all special events and related kick-off events.
  • Support other Development department efforts as necessary.


  • Bachelor’s Degree and 2 years of event planning, preferably in a non-profit organization
  • Ability to prioritize, organize and manage multiple priorities/projects
  • Ability to understand vendor contracts and negotiate fees, as necessary.
  • Strong customer service and relationship management skills
  • Ability to work independently on various projects and tasks.
  • Must have proficient knowledge of Microsoft Office.
  • Prior experience working within Youth Development a plus.
  • Familiarity with various CRM and donor management systems (Donor Perfect, Classy)
  • Willingness and ability to work extended hours, nights, and weekends as needed during prime event seasons
  • Valid Driver’s License required. Must have reliable transportation and willingness to travel across the Long Island region

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand, sit, reach with hands and arms, talk, and hear. The employee is occasionally required to walk and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Application Instructions

Please forward cover letter, including salary requirements, and resume to cvassallo@bbbsli.org or fax 631.468.6798.