Administrative Events Coordinator

Administrative Events Coordinator

Beacon Hill's client in Saint Paul, MN is seeking an Administrative Events Coordinator to provide essential operational and administrative support to the Advancement department and leadership team. This role is responsible for coordinating departmental operations, supporting events and meetings, and assisting with alumni and donor engagement initiatives. Reporting to the Vice President of Advancement, the Coordinator also provides support to the Director of Alumni Relations, Director of Operations, and Chief Marketing Officer. This is a contract position with the opportunity for hire.

Job Summary :

Beacon Hill's client in Saint Paul, MN is seeking an Administrative Events Coordinator to provide essential operational and administrative support to the Advancement department and leadership team. This role is responsible for coordinating departmental operations, supporting events and meetings, and assisting with alumni and donor engagement initiatives. Reporting to the Vice President of Advancement, the Coordinator also provides support to the Director of Alumni Relations, Director of Operations, and Chief Marketing Officer. This is a contract position with the opportunity for hire.

Key Responsibilities :

• Administrative Support for Advancement Leadership
• Perform basic Raiser's Edge tasks such as updating constituent records, pulling reports, and maintaining data accuracy.
• Provide backup support for gift processing, including gift entry, acknowledgments, and preparing daily deposits.
• Manage calendars, travel, and meeting logistics for advancement leadership.
• Maintain department files, archives, supplies, and vendor relationships.
• Supervise student workers and coordinate office workflow.

Departmental Operations Coordination :

Maintain an organized department and oversee office resources, supply inventory, and event-related materials. Coordinate hiring, onboarding, and assignments for student workers. Manage departmental calendars, incoming / outgoing mail, and office procedures. Provide general office support, including scheduling, organizing shared files, and routing inquiries. Support onboarding of new staff and student workers by preparing materials and documentation.

Budget Tracking and Invoice Processing :

Coordinate purchase orders, invoice processing, and P-card reconciliations. Track expenditures against approved budgets and prepare quarterly budget updates. Support annual budget planning by compiling data and working with finance staff.

Event, Alumni, and Donor Stewardship Support :

Assist with planning and execution of department events by preparing nametags, registration lists, and recognition materials. Help prepare donor reports and maintain organized compliance and stewardship records. Support marketing and communication efforts for events and fundraising, including email outreach, social media, and website updates.

Other Duties :

Perform additional tasks as assigned to support advancement operations and institutional priorities.

Qualifications :

Minimum : Bachelor's degree or equivalent combination of education and experience. 2-3 years of administrative experience; nonprofit, advancement, or higher education experience strongly preferred. Proficiency with Microsoft Office Suite (Word, Excel, Outlook); ability to learn new software quickly. Experience coordinating meetings and events.

Preferred :

5+ years of experience in advancement operations, alumni relations, or donor stewardship. Direct experience with Raiser's Edge (or Raiser's Edge NXT). Familiarity with budget / financial systems in higher education. Experience supporting both administrative and event coordination responsibilities.

Skills :

Strong organizational and project management abilities. Excellent written and verbal communication skills. Detail-oriented with high accuracy in recordkeeping. Ability to manage multiple priorities in a fast-paced environment. Professional, collaborative, and adaptable.

Beacon Hill is an equal opportunity employer and individuals with disabilities and / or protected veterans are encouraged to apply. California residents : Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.