Coordinator, Development and Events

POSITION SUMMARY

The Coordinator, Development and Events supports the fundraising and event activities of Ronald McDonald House New York (RMH-NY). Working closely with the Development team, this role provides hands-on administrative and logistical support across a full calendar of donor and constituent events, from receptions, House tours, and stewardship gatherings hosted at RMH-NY to smaller cultivation events and donor/supporter gatherings held offsite. The Coordinator owns the details that make events run, such as building and maintaining guest lists, managing RSVPs, preparing guest bios and briefing materials, coordinating logistics, and providing day-of support. Between events, the Coordinator supports general development operations, including departmental meetings and activities, donor correspondence and acknowledgments, campaign and appeal support, database maintenance, and reporting. The ideal candidate is organized and detail-oriented, enjoys a fast pace, and takes pride in making sure nothing falls through the cracks.

KEY RESPONSIBILITIES

Event Logistics & Coordination

• Provide administrative and logistical support for events hosted at RMH-NY, including donor receptions, House tours, corporate and volunteer group visits, and stewardship gatherings.
• Support small offsite events such as cultivation events and third-party fundraisers.
• Coordinate day-to-day event logistics: room reservations and setup, catering orders, AV needs, signage, and printed materials.
• Serve as a liaison to vendors and to internal departments to confirm event needs, timing, and access.
• Maintain the master development events calendar along with meticulous filing of run-of-show documents, timelines, and assist/deliverable checklists for each event.
• Provide day-of support including setup, check-in and registration, guest greeting, and post-event breakdown.
• Track event expenses, process vendor invoices and expense reports, and maintain accurate event budget records.
• Complete post-event follow-up, including acknowledgments, attendance reconciliation, data entry, and recap notes to inform future planning.

Guest Lists, RSVPs & Briefing Materials

• Build, maintain, and version guest and invitation lists in partnership with Development staff and leadership, ensuring accuracy of names, titles, affiliations, and contact information.
• Manage the invitation and RSVP process from end to end; coordinate mailings and e-invitations, track responses, manage waitlists, and produce current attendance reports.
• Research and draft concise guest bios and briefing documents for leadership, board members, and event hosts.
• Prepare seating and table assignments, place cards, check-in lists, and other guest-facing materials.
• Respond to guest inquiries promptly and professionally, serving as a welcoming first point[LG1] of contact for donors, board members, and VIP guests.

Development & Fundraising Support

• Create and maintain third-party and peer-to-peer fundraising pages, providing setup support, page customization, and ongoing troubleshooting for individual and corporate fundraisers; monitor page activity and ensure gifts and participant data flow accurately into Salesforce.
• Support the execution of donor collateral and appeals, including mailing list preparation, mail merges, proofing, and coordination with print and mail vendors.
• Assist with gift processing and acknowledgment, ensuring donations are recorded accurately and that thank-you letters and tax receipts go out in a timely manner.
• Draft and proofread donor correspondence, meeting materials, and decks with guidance from Development leadership.
• Maintain shared files, templates, and team trackers so information is organized and easy to find.

Salesforce & Data Support

• Enter and maintain accurate constituent, event attendance, and interaction records in Salesforce.
• Run standard reports and list pulls to support event planning, campaign execution, and revenue tracking.
• Support ongoing data hygiene, including deduplication, address updates, and list cleanup.

QUALIFICATIONS & COMPETENCIES

Education

• Bachelor’s degree or equivalent professional experience.

Experience

• 2–5 years of experience in development, events, or a comparable coordination role; nonprofit experience a plus.
• Demonstrated experience supporting events from planning through execution, including guest list and RSVP management.

Skills & Competencies

• Experience with Salesforce or a comparable CRM strongly preferred; comfort learning new systems quickly.
• Proficiency with Microsoft Office, particularly Excel and Word (including mail merge); familiarity with event and email platforms such as Classy and Marketing Cloud as well as design systems like Canva, preferred.
• Excellent written and verbal communication skills, with strong attention to detail and proofreading ability.
• Exceptional organizational skills and the ability to manage multiple events and deadlines at once without dropping the ball.
• Warm, service-oriented, and poised in interactions with donors, board members, volunteers, families, and vendors.
• Discretion and sound judgment in handling confidential donor, family, and organizational information.
• Availability to work occasional evenings and weekends as the event calendar requires.

WORK ENVIRONMENT & TRAVEL

Physical Demands

The physical demands described herein are representative of those required to successfully perform the essential functions of this role. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Work is primarily sedentary and performed in an office setting within a hospitality environment.
• This role requires extended periods of sitting, computer use, and engagement in virtual or in-person meetings.
• Occasional standing, walking, or light lifting may be required in support of routine office activities.

Work Environment

• This is a hybrid role that typically requires three days per week on-site at the House. However, the schedule may be adjusted based on organizational needs, including special events, content capture, meetings, and other activities requiring an on-site presence.
• The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
• The office for this position is located within the same facility where RMH-NY provides temporary accommodations to pediatric patients and their families while patients undergo active medical treatment at area hospitals. For some RMH-NY guests, treatment may include radiation therapy. Although radiation therapy is never administered at RMH-NY, there is a potential for trace amounts of radioactive material to be present in guests who have received such treatment. Based on radiation measurements conducted throughout RMH-NY, it is not expected that individuals working at RMH-NY will receive radiation exposure exceeding the general public limit of 100 millirem per year.
• The office for this position is located within the same facility where families reside temporarily during a child's medical treatment. The building operates 24 hours a day, 7 days a week. As a result, occasional evening, weekend, and holiday work may be required.
• The noise level in the work environment is generally moderate to loud. Noise levels may increase due to the presence of families and children residing in the House, as well as guests, volunteers, and performers participating in special events.
• This position operates primarily in an office environment and routinely requires the use of standard office equipment, including computers, telephones, photocopiers, filing systems, and other office technology.

Physical Demands

• The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
• Work is performed primarily in an office setting; however, some outdoor work may be required.
• This position may require standing and walking for extended periods during major events and organizational activities.

Travel

• Occasional local travel may be required in support of this role.

Other

• This job description provides an overview of the primary duties, responsibilities, and activities associated with the position.
• It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the role.
• Responsibilities may change based on the evolving needs of the organization.

Equal Employment Opportunity

Ronald McDonald House New York is committed to providing Equal Employment Opportunity to all employees and applicants.

RMH-NY does not discriminate against any employee or applicant on the basis of race, color, creed, religion, sex, gender, age, marital status, national origin, sexual orientation, disability, veteran status, citizenship status, or any other characteristic protected by applicable federal, state, or local law, provided the individual can meet the essential mental and physical requirements of the position, with or without reasonable accommodation.