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31 May 2022

Full-Time Special Events Coordinator

The Studio Museum in Harlem – Posted by MurrayD10 New York, New York, United States

Job Description


The Studio Museum in Harlem is the nexus for artists of African descent locally, nationally and internationally and for work that has been inspired and influenced by black culture. It is a site for the dynamic exchange of ideas about art and society.  The Studio Museum in Harlem was founded in 1968 by a diverse group of artists, community activists and philanthropists who envisioned a new kind of museum that not only displays artwork but also supports artists and arts education.  In celebration of its 50th anniversary in 2018, the Museum has bolstered its programming and fundraising to honor the occasion and is actively working on the institution’s vital next chapter, which includes utilizing community spaces and resources through the inHarlem initiative, as the Studio Museum awaits its new home being built on its current site.

The successful candidate will be a consummate professional who will support the Museum’s high-profile and highly regarded fundraising events which raise approximately $3 million each year and are managed in-house.  In addition, the role will support multiple and varied cultivation and stewardship events throughout the year, as well as other institutional event activities.


The Special Events Coordinator supports all Studio Museum’s special events and also supports the Development Department with major gift and campaign cultivation events.  The Special Events Coordinator provides comprehensive support to the Associate Director and handles all administrative and operational activities for the team.

  • Assist in the coordination of annual fundraising events, including the Annual Gala, the Spring Luncheon, Spring Benefit and other fundraising events that management establishes;
  • Support the Associate Director with cultivation events, corporate sponsorships and activations, exhibition openings and internal events as determined, etc.
  • Responsible for event execution tasks including registration support and reporting, managing event supplies and shipping, premium research and ordering, and production of event materials including name badges, agendas, surveys, biographies, speaker introductions, briefing memos and printing
  • In coordination with the Associate Director, manage the design, copy and production deadlines for all event collateral including invitations (electronic and hardcopy), program, signage, etc.
  • Coordinate with Development team to track event information in Raiser’s Edge to build and pull invitation lists, prospect outreach, event RSVPs, and more.
  • Serve as a point of contact for donors of all levels by providing event information and confirmations to them through phone and email.
  • Develop and execute with key staff follow-up communications including thank yous/acknowledgments, cultivation materials, and other collateral; update events calendar and distribute event information to Development department and applicable constituents.
  • Provide onsite support at events including: greet and seat guests at check-in, step + repeat set up, and event breakdown, troubleshooting, etc.
  • Assist the Associate Director in tracking event expenses and budgets; create and process vendor invoices; reconcile monthly expenses in concurrence;
  • Oversee the execution of the acknowledgement process and pledge payment follow up for Annual Gala and all other fundraising events;

Key Competencies

  • Organizational and planning skills; attention to detail
  • Communication skills
  • Professional dress and demeanor
  • Confidentiality


  • Bachelor’s Degree,
  • 3+ years of event management experience, preferably in a cultural organization
  • Excellent written and verbal communication skills and impeccable follow-up
  • Some evening/morning/weekends required.
  • Superior organizational skills, accuracy and precision in handling timelines and details
  • Ability to prioritize and work in a fast-paced environment and to juggle multiple projects
  • Computer proficiency with Microsoft Office programs and database management systems such as Raiser’s Edge


Salary will be commensurate with experience, skills and knowledge.

How to Apply

Application Directions: Please send a cover letter and resume to No phone calls or faxes, please.

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

Job expires in 19 days.

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