[Hiring] Events Specialist @Mirkin Solutions

Role Description

As a member of WhyHunger’s Development team, the Specialist, Events will coordinate the planning, project management, and execution of fundraising and cultivation events across the department. Reporting to the head of Institutional Giving, this role will grow into the day-to-day planning lead for the annual Chapin Awards Gala, Hungerthon Hustle, and Amplified concert, along with donor site visits, cultivation events, and smaller artist activations and concerts.

The Specialist will translate event strategies into detailed plans, manage event consultants, coordinate logistics and vendors, and keep colleagues aligned on responsibilities and deadlines.

Key Responsibilities

• Coordinate event planning, on-site execution, and post-event follow-up.
• Work with the respective team leads to execute their vision, strategy, and programming for the Chapin Awards Gala, Amplified Concert, and Hungerthon Hustle 5K while staying within approved budgets.
• Develop and maintain event timelines, work plans, checklists, and run-of-show documents.
• Manage event consultants and external production partners, coordinating scopes of work, deliverables, timelines, and day-to-day execution in alignment with the relevant event lead’s strategy and approved budget.
• Research venues and vendors, gather and compare proposals, and negotiate pricing and contract terms within approved budgets and parameters.
• Manage event logistics, including venue arrangements, catering, rentals, registration, ticketing, seating, signage, hospitality, and production needs.
• Coordinate donor site visits with Development and Program colleagues.
• Plan and coordinate smaller donor cultivation and engagement events, such as dinners, receptions, and gatherings.
• Work with the Artists Against Hunger & Poverty team to coordinate logistics for artist activations and concerts.
• Coordinate with the Program team on community partner participation and mission integration.
• Organize event-day roles for staff and volunteers, share schedules and instructions, and serve as the main point of contact for event logistics.
• Anticipate logistical needs, troubleshoot issues, and incorporate accessibility into event planning.
• Organize and facilitate internal event planning meetings.
• Maintain event projects in Asana, ensuring task owners, deadlines, dependencies, and status updates are clear and current.
• Ensure each team knows what they need to contribute and when, and flag delays or conflicts.
• Track event expenses, vendor commitments, invoices, and payment schedules against approved budgets.
• Maintain organized event files, vendor records, contracts, and planning templates.
• Compile event results and participant feedback, lead post-event debriefs, and recommend improvements for future events.
• Partner with Development and Communications colleagues on event themes, messaging, and promotion.
• Draft and coordinate pre-event reminders, participant instructions, and post-event thank-you communications.
• Work with Development colleagues to coordinate sponsor recognition, event benefits, and donor and VIP arrangements.
• Coordinate with colleagues to maintain accurate registration and attendance records.

Qualifications

• Approximately 2–3 years of relevant experience in event planning, project coordination, or related work.
• Bachelor’s degree in a related field or an equivalent combination of education and relevant experience.
• Excellent organizational skills and attention to detail.
• Experience working with vendors, comparing proposals, and supporting contract review or negotiation.
• Experience coordinating the work of consultants, contractors, volunteers, or interns.
• Ability to track expenses and work within established budgets and approval processes.
• Strong written and verbal communication skills.
• Comfort using project management tools such as Asana, spreadsheets, and shared documents.
• Ability to work well across teams and balance competing deadlines.
• Availability for occasional evening and weekend events and event-related travel.
• A passion for WhyHunger’s mission to end hunger and advance the human right to nutritious food.
• Demonstrated commitment to racial, social, economic, and environmental justice.

Benefits

• Salary range: $65,000 - $75,000, commensurate with experience.
• Eligible for WhyHunger’s generous benefits package, which includes health insurance, paid vacation, 403(b) retirement plan, and more.