Special Events and Development Coordinator

Job Description

Job Description

Special Events and Development Coordinator

General Position Summary

The Special Events and Development Coordinator will work with the Development Team to plan and execute GBHS’ signature events—including the Jazz Cat Ball, Putts for Paws, Clear the Shelters, and other fundraising and community engagement events throughout the year. These events are vital to raising funds, cultivating donor relationships, and increasing awareness of GBHS’ mission to serve people and pets through rescue, adoption, education, and advocacy.

Essential Responsibilities

The Special Events and Development Coordinator must be self-starting, highly organized, and able to work both independently and collaboratively under tight deadlines. Evening and weekend hours are required, along with occasional travel.

The ideal candidate will have a strong belief in GBHS’ mission, a love for event planning and donor stewardship, and a commitment to excellence in customer service. They must be able to interact effectively with a wide range of stakeholders—from major donors and corporate sponsors to vendors, volunteers, and staff—with professionalism, respect, and care.

Key responsibilities include:

• Gather and organize event information internally; participate in brainstorming and planning sessions.
• Research venues, vendors, and event resources.
• Proofread and coordinate all materials related to events (programs, signage, invitations, sponsor packets, etc.).
• Serve as liaison to vendors, venues, and sponsors on event-related matters.
• Prepare preliminary budgets and track all event finances.
• Schedule events on both the macro (annual calendar) and micro (detailed event planning) levels.
• Obtain quotes for contracts for venues, catering, AV, décor, travel, signage, and supplies.
• Assist with data entry and management of online and silent auctions, including drafting solicitation letters, coordinating with donors, tracking items, supporting auction platforms, and ensuring fulfillment.
• Oversee event registration, guest lists, and database management.
• Prepare all “day-of-event” materials and coordinate logistics.
• Coordinate with volunteers, event committees, and “day-of” staff.
• Provide on-site event management assistance, ensuring smooth execution from setup to breakdown.
• Conduct post-event evaluation, debriefs, and reporting; ensure donor information is properly recorded, and acknowledgements are sent.
• Collaborate with Development staff to support sponsorship fulfillment, donor stewardship, and fundraising campaigns.
• Assist with grant support, donor correspondence, and stewardship activities as needed.
• Other job duties as necessary.

Requirements

• Bachelor’s Degree and at least 2 years of experience in planning large-scale nonprofit events.
• Experience working in a development or advancement department preferred.
• Exceptional interpersonal skills with the ability to engage and support a highly diverse group of volunteers—ranging from students to senior leaders—with patience, professionalism, and respect.
• Strong organizational skills and ability to manage and motivate volunteers and staff.
• Confidence with managing conflict and working with a highly diverse volunteer corps.
• Ability to remain calm and resourceful under pressure, handling last-minute changes and requests with professionalism and efficiency.
• Familiarity with donor management systems, event software, and auction platforms a plus.
• Excellent verbal and written communication skills.

About GBHS

Founded in 1883, the Greater Birmingham Humane Society (GBHS) is Alabama’s largest and oldest animal welfare organization. A 501(c)(3) nonprofit, GBHS serves thousands of animals annually through its four major divisions: Animal Care & Control, GBHS Critical Care and Spay/Neuter Hospital, Adoption Center, and Outreach & Disaster Response. GBHS is committed to rescuing, rehoming, and providing resources to improve the lives of both people and pets in our community.

Position Details

This is a full-time, salaried position based in Birmingham, Alabama. After an initial employment period, employees become eligible for GBHS’ comprehensive benefits package, including group health and dental insurance, paid time off, and other benefits.

The GBHS is an equal opportunity employer. It is the policy of GBHS to provide EEO to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law.