Administrative Events Coordinator

Job Title:Administrative Events CoordinatorLocation: Saint Paul, MN Contract rate:$24 - $28/hour Anticipated full-time salary if hired on: $50,000 - $60,000 annually Start date:September 29thJob Summary Beacon Hills client inSaint Paul, MNis seeking anAdministrative Events Coordinatorto 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 acontract position with the opportunity for hire. Key Responsibilities Administrative Support for Advancement Leadership Perform basic Raisers 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: Bachelors 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 Raisers Edge (or Raisers 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. If you would like to complete our voluntary self-identification form, pleaseclick hereor copy and paste the following link into an open window in your browser: Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting. Benefits Information: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.We look forward to working with you. Beacon Hill. Employing the Future (TM)

Created: 2025-09-30