Special Events Coordinator
Position Overview
The Special Events Coordinator is responsible for coordinating the National Capital Area Council’s (NCAC) portfolio of special events to promote and advance the organization’s mission by delivering high-quality fundraising events and business meetings. This role is in charge of managing event logistics, coordinating vendors and volunteers, and ensuring a polished experience for participants. The goals are to create meaningful engagement moments that attract sponsorship revenue, cultivate relationships, strengthen board and member relations, and increase organizational visibility among stakeholders across the greater Washington DC region.
Responsibilities
Event Planning & Execution
- Coordinate events such as fundraising galas, donor receptions, and cultivation meetings
- Assist in the planning and execution of NCAC business meetings, including board meetings and annual meetings
- Develop detailed event plans, timelines, and task lists from concept, day-of coordination, and through post-event wrap-up
- Help support the volunteer structure of the event through committees by facilitating regular meetings, creating agendas, monitoring progress, and generally serving as a point of contact for committee members
Budget and Vendor Management
- Assist with event budgeting, expense tracking, and reconciliation in collaboration with development team leadership.
- Research, secure, and manage vendors (viz. venues, caterers, AV, rentals, entertainment if applicable, photographers).
- Negotiate vendor agreements and ensure compliance with approved budgets, contracts, insurance, and permits.
Organizational Collaboration
- Support development team and organizational fundraising goals by coordinating ticketing, sponsorship fulfillment, donor recognition, and giving opportunities at events.
- Work closely with the development team to ensure accurate guest lists, well-researched donor data, and timely acknowledgments.
- Collaborate with marketing and communications staff on invitations, event webpages, email campaigns, signage, and follow‑up messaging.
- Manage event registration platforms using approved organizational tools and resources, and attendee communications
Evaluation and Reporting
- Track and report key event metrics such as attendance, revenue, expenses, and engagement scores.
- Conduct post‑event evaluations and recommend improvements for future events.
Education
- Bachelors Degree
Qualifications
- At least 3+ years of proven experience in non-profit and/or corporate event management and coordination (required)
- Must be exceptionally detail-oriented in executing high-end fundraising events and willing to report up on progress in all event aspects.
- Strong relationship-building and communication skills.
- Ability to manage multiple projects at the same time and meet tight deadlines.
- Familiarity with CRM databases, particularly Blackbaud, as well as proprietary data products
- Commitment to the mission and values of Scouting America.
Benefits
All councils are equal opportunity employers and offer a competitive salary, based on the council’s geographic location. Professional Scouting offers benefits to include major medical, prescription coverage, dental, vision, life insurance, long-term disability, accidental death, retirement plan, plus compensation for authorized and approved business-related expenses, including phone and mileage reimbursement. We also offer a generous vacation policy and holiday observances.
Salary or Salary Range: 65,000-75,000
Use Google Chrome or Firefox when applying. Please keep your manager and SE informed of your resume submission and interest in this position.
Refer to this link for BSA career information: https://www.scouting.org/careers/working-with-us
How to Apply: michelle.windsor@scouting.org
Use Google Chrome or Firefox when applying. Please keep your manager and SE informed of your resume submission and interest in this position.
Refer to this link for BSA career information: https://www.scouting.org/careers/working-with-us
