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Special Events Coordinator (Fixed-Term) 
Special Events Coordinator (Fixed-Term) 	 	
The Corporation of the Fine Arts Museums
Post Date: 24 Jun 2022


The Special Events Coordinator will support and streamline the efforts of the Special Events Team, working closely with event managers and with other departments to ensure each event is executed successfully. As a key member of the Development team and reporting to the Associate Director of Special Events, the Special Events Coordinator supports four annual fundraisers (de Youngsters Day Out, On the Edge, Elegant Evening, Bouquets to Art) and all development events, provides general administrative support for the events team, and works to make events operations more streamlined and efficient.

In addition to providing administrative support to the Special Events Team, the Special Events Coordinator will work closely with all Development Staff, Accounting and Finance Staff, Operations Staff, and Marketing and Communications Staff, serving as a liaison with other staff departments.

The ideal candidate is a self-motivated and highly organized individual with excellent communication skills who can manage many simultaneous projects and deadlines, motivate peers within a collaborative culture, proactively identify ways to improve efficiencies within events, and thrive in a fast-paced environment.

Typical Duties and Responsibilities:

  1. Provides general administrative support to the Special Events team, including but not limited to answering or making telephone calls, opening and screening mail, handling items that need immediate attention and are often confidential in nature, assisting with events correspondence, processing operational request forms, and coordinating meetings.
  2. Supports all admin efforts related to 4 Fundraising Events (On The Edge, Elegant Evening, de Youngsters Art Party, Bouquets to Art), working very closely with the Associate Director of Special Events.
  3. Supports and coordinates departmental operations, including correspondence, calendar maintenance, operations requests, resource lists, DIS coordination, CRM liaising, and other responsibilities as requested.
  4.  Coordinates invitation list requests with the Data Services team, tracks RSVPs in the database, shares guest lists and schedules with all staff in advance of events, and manages the pre-event and onsite registration systems for events.
  5. Assist with copywriting for event related print and digital materials (website copy, member magazine, calendar holds etc.)
  6. Tracks all event gifts and gives to the Data Services team for database entry. Assists event lead in fulfilling payment and sponsor benefits.
  7. Provides onsite support for all events as needed (Special Events & Rental Events).
  8. Performs other duties as assigned, along with assisting events as needed with the entire team.  

Minimum Qualifications:

Education: A Bachelor’s degree from an accredited college or university, or equivalent work experience.

Work Experience: Two years of experience in events, project management, and/or administrative assistance.

Skills and Abilities:

  • General understanding of regional and national opening events and programs for arts, culture, education, social change organizations, and other areas that connect to FAMSF mission, exhibitions and programs.
  • Self-motivated, highly organized, and deadline-driven. Ability to work simultaneously on multiple projects in a complex, and fast-paced work environment.
  • Demonstrated skill in communicating professionally and effectively with all levels of staff to respond to needs, determine priorities, and manage expectations.
  • Ability to collaborate with and motivate staff who are not direct
  • Project management experience is a plus, but not required. Training can be provided.
  • Knowledge of basic business math skills.
  • Knowledge of modern office methods, practices, and procedures.
  • Exceptional interpersonal skills and customer service orientation.
  • Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and the G Suite (Sheets, Docs, Gmail) . Experience with databases, preferably Salesforce. Ability to work on the computer on a continuous basis.
  • Ability to produce a work product that exhibits a high degree of detail and accuracy.
  • Strong follow-through skills and problem-solving skills.
  • Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
  • Must be available to work evenings and weekends as needed for special events.
  • Knowledge of the Bay Area audience and philanthropic community is desirable.


This position has a fixed-term of 6 months 

Step 1 of the pay range is $28.91 per hour.

This Union position is full-time, 40 hours a week, and has a full benefits package including medical, dental, vision and 401(k), and paid time off. 

Application Deadline: July 1, 2022

If you require an alternative method of completing this application please contact [email protected].

All new COFAM employees are required to be vaccinated against COVID-19 as a condition of employment. Please contact [email protected] with any questions.


San Francisco, USA

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