CONTRACT Special Events Coordinator

Description

Collaborative is Championing Young Futures

CONTRACT – Special Events Coordinator

June – Sept 2026 \= Houston\-based contract timeframe

Mostly Remote \- Requires Greater Houston residence for event site logistics, team and organization meetings .

REQUIRES PRIOR experience planning small and large events, preferably for fundraising, cultivation or community celebrations for non\-profit, faith\-based or community organizations.

POSITION SUMMARY:

Provide planning and execution support for all logistics related to special events, with a primary focus on the September 24 th Annual Luncheon, the signature fundraising event for Collaborative for Children, an early childhood education focused non\-profit organization.

THE CHALLENGE AND THE OPPORTUNITY :

A child's earliest years shape every milestone that follows: school success, workforce readiness, and economic opportunity. We are creating an ecosystem of the highest quality child care in the communities that need it most, so Houston gains a stronger and better skilled future labor force.

Are YOU ready to help more young children enter kindergarten curious, confident, and ready to learn! If you have experience coordinating small and large events, handling vendor relationships, event logistics, and the ability to balance competing deadlines and details, we encourage you to apply!

Qualifications

When you join our development team, some of the essential work and responsibilities you will handle during the contract timeframe include:

Event and Logistics Coordination

• Lead planning and execution of all event logistics for the Annual Luncheon, including pre\-event preparation, day\-of coordination, and post\-event follow\-up.
• Provide support for additional special events, such as donor gatherings, Program celebrations, community\-facing events, and Board\-related functions.
• Conduct research and/or input re event venue selection, as applicable, as well as AV and technical set\-up, room layouts, catering arrangements, décor, and equipment rentals,
• Develop and maintain production schedules, run\-of\-show documents, staffing plans and event timelines.
• Coordinate with Volunteer Coordinator to staff events, as needed.

Ensure compliance with venue policies, accessibility standards, and safety protocols.

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Budgeting and Financial Oversight

• Create, track, and manage detailed event budgets, ensuring expenditures align with organizational expectations regarding procurement.
• Solicit, review, and compare vendor bids and negotiate pricing when appropriate.
• Prepare reconciliations for event expenses and support post\-event financial reporting.

Stakeholder Collaboration

• Coordinate with the Programs team to ensure mission\-aligned event themes and interactive experiences
• Engage Marcomms related to promotional timelines, event branding, scripts, talking points, and day\-of media activities.
• Partner with the Emergent Technology team on digital platforms such as registration systems, AV, and interactive event technology.
• Communicate consistently with internal and external stakeholders to ensure clarity, alignment, and timely flow of event\-related information.

Venue and Donor Engagement

• Coordinate with Senior Executive Assistant to support guest\-list management and seating arrangements; sponsorship tracking; donor and attendee engagement; registration and check\-in processes, and post\-event reporting and stewardship activities
• Maintain accurate event records and coordinate with Development Manager regarding their role in updating event\-related donor records in Raiser’s Edge.

Event Marketing and Communications Support

• Collaborate with Marcoms Director and Senior Executive Assistant with proofreading event materials such as invitations, programs, signage, and digital content.
• Coordinate with Marcoms Director related to timelines for marketing deliverables and manage communication flows with sponsors, vendors, and attendees.
• Support social media and email promotion efforts in alignment with organizational brand guidelines.

Post\-Event Evaluation and Reporting

Co\-host with Senior Executive Assistant and Development Manager post\-event debrief sessions with internal and external partners within week following Annual Luncheon and other relevant special events.

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We embrace diversity in backgrounds, talents, experiences, interests, and ideas. Attributes that resonate in our most successful employees include: passion for our mission, drive for results, high level of organization and detail orientation, resilience and authenticity. Other traits, knowledge, skills, and abilities needed and desired for this position include:

THE MUST HAVES :

• Community outreach coordinator with event planning experience,
OR rising college senior (on a 3, or 4\-year degree track) OR graduate student in a degree program focused on event management, hospitality, or non\-profit leadership.

Knowledge, Skills, and Abilities

• Demonstrated experience coordinating small and large special events.
• Experience with vendor coordination, budgeting and event logistics.
• High level organization, time\-management, communication skills, and professionalism.
• Ability to manage multiple projects and competing deadlines with attention to detail.
• Personal polish, along with engaging interpersonal skills and comfort working with

executives, stakeholders, and community partners strongly preferred.

• Ability to work primarily remotely, independently and collaboratively in a hybrid team environment
• Prior experience using a CRM (Raiser’s Edge or similar platform) beneficial
• Computer skills with intermediate proficiency related to Microsoft Office software (i.e. Word, Excel, PowerPoint)
• Experience with email/communications/scheduling software (i.e. Outlook)
• Experience with digital platforms (i.e. TEAMS, ZOOM, etc.) desired
• Demonstrated use of generative AI tools very beneficial (Copilot, ChatGPT)
• Must have reliable, personal transportation because this position requires driving to different locations, on occasion, in the greater Houston area

A valid Texas Driver’s License, and current vehicle insurance coverage

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THE PAY \& WORK HOURS

* Estimated weekly hours: 20 – 30 within a Monday\-Friday schedule

• Schedule flexibility to accommodate occasional weekday evening hours (i.e. a weekday evening Board cultivation event)
• Work hours : flexible scheduling.
• Compensation :
Pay rate: $20/hour
• This is a

Our Culture : mission\-driven, family\-friendly, inclusive, collaborative, fun.

When you work with Collaborative you can make a difference every day.

Equal Opportunity Employer.