Coordinator, Special Events

Washington, DC, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Medical insurance

Dental Insurance

Vision Insurance

generous time off

Workplace flexibility

Professional development opportunities

Retirement Plan

Job Description

The Brookings Institution is one of the oldest and most respected nonprofit public policy organizations in the United States, based in Washington, D.C. Dedicated to producing impactful, nonpartisan research and policy solutions, Brookings has established itself as a leading think tank influencing government decisions and public discourse globally. The institution’s mission centers around equipping decision-makers with thoughtful, independent research and policy strategies that foster economic growth, social opportunity, revitalization of democratic institutions, and global peace and security. Over more than a century, Brookings has maintained a commitment to intellectual rigor, diverse perspectives, and high standards of scholastic excellence, making it a trusted voice in public policy.

Brookings fosters a collaborative and inclusive environment where individuals are encouraged to learn, grow, and contribute their best work. The organization places a strong emphasis on diversity, collegiality, respect, and integrity, which have become core to its identity as a mission-driven institution dedicated to addressing complex societal challenges through evidence-based solutions. The work environment is dynamic and team-oriented, welcoming a broad spectrum of ideas and talents to support its public policy objectives.

The Office of Development at Brookings is crucial in sustaining the institution’s financial health through strategic fundraising efforts. This office operates on a constituency-based fundraising model, developing and nurturing relationships with donors and prospects, and supporting the important work of Brookings scholars. The Development team partners closely with research programs, the executive office, and the Board of Trustees to set and execute fundraising strategies that amplify the impact of Brookings’ research and honor the generosity of its donors. The office values excellence, communication, integrity, proactivity, creativity, and collaboration in all of its activities.

The role of Coordinator, Special Events is a significant position within the Development team. This hybrid position, combining in-person work in Washington, D.C., with remote work flexibility, is designed for a proactive, detail-oriented, and resilient individual passionate about organizational success and donor engagement. The Coordinator plays an essential role in planning, executing, and supporting development-led events, which are critical for fundraising and maintaining donor relationships.

Key responsibilities include managing event data with high accuracy using Raisers’ Edge (NXT), overseeing logistics, handling event supplies, and providing administrative support to ensure smooth event operations. The position demands flexibility to work non-standard hours when needed, such as during event staffing, and requires excellent multitasking skills in a fast-paced environment. The Coordinator must communicate effectively internally and externally, maintain professionalism in donor-facing situations, and exhibit integrity and discretion in handling sensitive information.

With a minimum of two years of related experience, proficiency with database management, strong communication abilities, and skills in Microsoft Office and Adobe InDesign, the successful candidate will support the core fundraising efforts at Brookings. This role offers an opportunity to contribute to an institution with a prestigious reputation and a compelling mission to address global and national challenges through innovative public policy solutions. Brookings also offers a comprehensive benefits package reflective of its commitment to employee well-being and workplace flexibility.

Job Requirements

Minimum two years of related experience required
Excellent communication
Database and spreadsheet skills including data entry and manipulation
Interest in global issues and familiarity with fundraising preferred
Excellent interpersonal, organizational, administrative, and communication skills required
Attentive to detail, proactive, discreet, dependable
Able to exercise good judgment, take initiative, work independently and collaboratively
Ability to coordinate multiple tasks in a fast-paced environment and meet deadlines
Positive team player with clear, polite communication
Maintain professional conduct, demeanor, and attire especially for donor-facing events
Ability to work non-standard hours and stand or carry supplies of 25 pounds or less
Knowledge of Microsoft Office and ability to quickly learn Adobe InDesign and Raisers’ Edge
Excellent grammar, spelling, proofreading, and editing
Ability to research and compile concise briefings
Must be authorized to work for any employer in the U.S.

Job Qualifications

Minimum two years of related experience
Excellent communication skills
Database and spreadsheet proficiency
Interest in global issues
Familiarity with fundraising in a non-profit environment preferred
Excellent interpersonal skills
Strong organizational and administrative skills
Attentive to detail, proactive, discreet, and dependable
Ability to exercise good judgment and take initiative
Ability to function independently and collaboratively
Able to coordinate multiple tasks simultaneously in a fast-paced environment
Positive team player
Clear and polite communication in person, email, and phone
Professional conduct and demeanor especially in donor-facing situations
Ability to occasionally work non-standard hours and perform physical tasks such as standing and carrying light to midweight supplies
Knowledge of Microsoft Office
Ability to quickly learn software including Adobe InDesign and Raisers’ Edge
Excellent grammar, spelling, proofreading, editing skills
Ability to research and compile information into concise briefings

Job Duties

Serve as the team’s expert for Raisers’ Edge (NXT), maximizing functionality and identifying efficiency opportunities to enhance the special events team’s operations
Ensure data integrity for the team
maintain the records of donors and prospects in NXT related to all development events
Maintain event and RSVP lists for accuracy
Assist with the planning, preparation, and staffing of live and virtual events including Board and International Advisory Council meetings, donor group events, study tours, and special events
Create and manage event planning documents such as show flows and contact sheets
Draft and send event communications including invitations, reminders, thank you notes
Maintain the special events team’s SharePoint filing system with accurate records
Manage event supply inventory and prepare event materials such as name tags and printed materials
Create and execute Zoom events as needed
Manage registration at certain development events
Assist with on-site event preparation including arranging and moving event materials and coordinating with internal teams and external vendors
Provide administrative support including meeting scheduling, travel arrangements, and expense reports
Organize and participate in team meetings, create agendas, and track activities
Facilitate travel logistics including air, train, hotel, and ground transport
Prepare travel expense forms and manage internal reporting for purchase card transactions
Perform other duties as assigned