Senior Special Events Coordinator

In Our Own Voices, Inc. (IOOV)
Albany, NY | Full-Time | On-Site
Salary: $52,500–$58,500 annually (Adjust as needed)

Create Unforgettable Events. Inspire Communities. Advance a Movement.

At In Our Own Voices, Inc. (IOOV), our events are more than gatherings—they are celebrations of resilience, opportunities for advocacy, and powerful engines for fundraising and community impact.

For more than 25 years, IOOV has been a leader in advancing the health, safety, and well-being of LGBTQ+ Black, Brown, Indigenous, and People of Color (BIPOC) throughout New York's Capital Region. Through health equity, housing, anti-violence services, youth development, and advocacy, we create spaces where our communities are seen, celebrated, and empowered.

We're seeking a dynamic, highly organized, and creative Senior Special Events Coordinator to help lead the planning and execution of some of the region's most impactful nonprofit events.

If you thrive in a fast-paced environment, love bringing big ideas to life, and enjoy creating memorable experiences that make a difference, we'd love to meet you.

About the Role

The Senior Special Events Coordinator is responsible for planning, coordinating, and executing IOOV's signature fundraising events, community celebrations, conferences, and special initiatives.

Working closely with the Chief Executive Officer and senior leadership, you'll oversee event logistics, sponsorship fulfillment, vendor management, volunteer coordination, and guest experience while helping increase community engagement and fundraising success.

This is an exciting opportunity for an experienced event professional ready to grow their career while helping advance one of New York's leading LGBTQ+ nonprofit organizations.

What You'll Do

Plan & Execute Signature Events

Lead the coordination of high-profile events, including:

• BIPOC Pride
• Jazz in July Gala
• Unity Through Diversity (UTD) Health Conference
• Community celebrations
• Fundraisers
• Educational programs
• Recognition events
• Special campaigns and organizational initiatives

Responsibilities include:

• Develop comprehensive event timelines and production schedules.
• Coordinate venues, vendors, catering, entertainment, décor, audiovisual services, rentals, and logistics.
• Manage event budgets and monitor expenditures.
• Oversee registration, guest experience, seating, and event operations.
• Ensure events are delivered on time, on budget, and at the highest level of quality.

Support Sponsorship & Fundraising

• Assist with sponsorship outreach and relationship management.
• Track sponsorship commitments and fulfillment.
• Coordinate sponsor recognition across print, digital, signage, and event materials.
• Support fundraising activities including auctions, raffles, donor stewardship, and special appeals.
• Help achieve annual fundraising and event revenue goals.

Manage Event Operations

• Develop and improve event planning systems and workflows.
• Coordinate contracts, permits, insurance, and vendor agreements.
• Recruit, train, and supervise volunteers and event support staff.
• Maintain event calendars, timelines, checklists, and production schedules.
• Prepare post-event reports and evaluate event performance.

Create Exceptional Guest Experiences

• Ensure every guest, sponsor, volunteer, and partner receives outstanding service.
• Collaborate with IOOV's Marketing & Communications Team on promotional campaigns and event branding.
• Help create welcoming, inclusive, and memorable experiences that reflect IOOV's mission and values.
• Represent IOOV professionally at community events and partnership meetings.

Qualifications

Required

• Three (3) or more years of professional experience in event planning, special events, hospitality, fundraising events, conference planning, or project management.
• Experience coordinating multiple events simultaneously.
• Strong organizational and project management skills.
• Experience managing vendors, venues, contrac