Event Coordinator

Big Brothers Big Sisters of Central Texas (BBBSCTX) is the region's leading youth mentoring nonprofit, creating and supporting one-to-one mentoring relationships that ignite the power and potential of young people in Austin and surrounding communities. Our Development team is responsible for fueling that mission through philanthropic revenue, corporate partnerships, donor cultivation, and dynamic events. Position Summary The Events Coordinator plays a vital role on the Development team, owning the end-to-end logistics and execution of BBBSCTX's fundraising and cultivation events portfolio. This position is responsible for vendor coordination, event-day operations, volunteer and committee engagement, and the many moving pieces that bring our signature events to life, most notably the annual Ignite Ball gala. Key Responsibilities Flagship Event Management -- Ignite Ball Serve as the primary logistics lead for the Ignite Ball, BBBSCTX's annual fundraising gala, from early planning through post-event wrap-up Coordinate all vendor contracts, timelines, and deliverables including venue, catering, AV/production, decor, entertainment, and transportation Manage the run-of-show document and serve as the operational hub on event day, ensuring seamless execution across all departments Liaise with the Gala Committee, host committee volunteers, and Board members to mobilize engagement, ticket sales, and procurement Oversee silent auction logistics including item procurement tracking, donor acknowledgment, display setup, and platform management (GiveSmart or equivalent) Support sponsorship fulfillment by coordinating sponsor recognition, benefits delivery, and on-site activations Manage event registration, seating, and guest experience from ticketing platform setup through night-of check-in Cultivation & Stewardship Events Plan and execute smaller-scale cultivation and stewardship events throughout the year, including donor appreciation gatherings, volunteer recognition events, and corporate partner activations Build and maintain event timelines, budgets, vendor relationships, and post-event reports for all assigned events Coordinate logistics for board and committee meetings as needed, including materials, catering, and AV setup Vendor & Budget Management Research, solicit, and manage vendor relationships; negotiate contracts and maintain accountability for deliverables Track event budgets with accuracy and transparency, providing regular updates to the VP of Development Process vendor invoices and maintain organized event files and records Volunteer & Committee Engagement Support the recruitment, orientation, and coordination of event volunteers and committee members Communicate proactively with committee chairs and volunteers to assign tasks, provide updates, and ensure follow-through Maintain accurate records of volunteer hours, contacts, and engagement activity Procurement & Auction Lead outreach and tracking for in-kind donations and silent auction items, coordinating with the development team and board members Maintain a current procurement tracker and ensure timely acknowledgment of all in-kind gifts Work with appropriate staff to ensure auction items and donor information are accurately entered in CRM and fundraising platforms Communications & Marketing Support Coordinate with the Marketing & Communications Manager (or external vendors) on event collateral, invitations, social media content, and email campaigns Draft event-related communications, volunteer instructions, and day-of materials as needed Maintain event pages, ticketing links, and registration platforms Data & Reporting Track event metrics including attendance, revenue, in-kind value, and volunteer engagement Prepare post-event summaries and debrief reports for leadership and board Maintain accurate event-related records in the organization's donor database (Raiser's Edge or equivalent) Qualifications Required 2+ years of event planning, coordination, or project management experience -- nonprofit, hospitality, or agency background a plus Demonstrated ability to manage multiple concurrent projects and deadlines with strong attention to detail Excellent organizational and time management skills; comfortable building and owning timelines and checklists Strong interpersonal and communication skills, written and verbal with a professional, warm, service-oriented approach Proficiency in Microsoft Office Suite and comfort with event management or ticketing platforms Ability to work evenings and weekends during peak event periods Physical ability to assist with event setup and breakdown as needed Preferred Experience with GiveSmart, Raiser's Edge, or similar fundraising/CRM platforms Experience supporting fundraising galas, auction events, or large-scale cultivation events Familiarity with nonprofit development operations and donor stewardship best practices Bachelor's degree in Event Management, Communications, Nonprofit Administration, or a related field or equivalent experience Core Competencies Operational Excellence Manages complex logistics with precision; nothing falls through the cracks Proactive Communication Keeps all stakeholders informed; raises issues early and brings solutions Mission Alignment Brings energy and pride to the work; understands events as a vehicle for impact Collaborative Spirit Partners effectively with vendors, volunteers, board members, and staff Adaptability Stays calm and creative under pressure, especially on event day Donor Sensitivity Understands the role of guest experience in donor retention and cultivation Compensation & Benefits BBBSCTX offers a competitive salary commensurate with experience, along with a comprehensive benefits package including health, dental, and vision insurance; paid time off and holidays; and a flexible, mission-driven work environment. Big Brothers Big Sisters of Central Texas is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay:

$60,000.00 - $70,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Flexible schedule Health insurance Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Work Location:

Hybrid remote in Austin, TX 78723