Events Coordinator

Job Title: Events Coordinator
Reports to: Director of Development
Hours: Full-time, with some evenings and weekends
Salary Range: $50,000–$55,000, depending on experience

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 2+ years of professional experience in event planning, festival coordination, fundraising, sponsorships, marketing, corporate partnerships, or a related field. Additional relevant experience may be considered in place of a degree.
• Strong organizational, communication, professional writing, time management, and project management skills.
• Experience coordinating events, managing sponsor relationships, supporting marketing initiatives, and tracking budgets preferred.
• Ability to manage multiple projects, cultivate relationships, and work independently in a fast-paced environment.
• Applicants must have a valid driver’s license.
• Applicants must have the ability to lift up to 50lbs.
• Applicants must be free from animal and peanut allergies.

Position Summary

The Events Coordinator is responsible for planning, coordinating, and executing Nashville Humane Association’s (NHA) diverse portfolio of events while building and maintaining relationships with sponsors, corporate partners, local businesses, vendors, and community organizations.

This position oversees event logistics and coordination for NHA’s signature fundraising events and other opportunities that increase awareness, engagement, and support for NHA’s mission.

A key focus of this role is developing and maintaining strong sponsor and partner relationships, identifying opportunities for collaboration, coordinating sponsorship fulfillment, and supporting event marketing and promotion. The Events Coordinator works closely with the Director of Development, Executive Director, PR and Social Media teams, internal departments, event committees, board chairs, and external partners to ensure events are well-executed, financially responsible, and aligned with organizational goals.

The ideal candidate is a proactive, detail-oriented relationship-builder who can manage multiple events simultaneously, identify opportunities to expand NHA’s reach, and ensure commitments are followed through from initial outreach to post-event stewardship. This person understands that successful event management involves more than logistics. It is about creating meaningful experiences, strengthening relationships, raising funds, and connecting the community with NHA’s mission.

This is a full-time position that requires flexibility for occasional evening and weekend events. Candidates should be comfortable working in an animal shelter environment and interacting with animals regularly.

Qualities We Are Looking For

• Relationship Builder: Develops strong relationships with sponsors, vendors, businesses, and community partners.
• Self-Starter: Takes initiative, identifies opportunities, and moves projects forward independently.
• Organized Project Manager: Manages multiple events, deadlines, and priorities effectively.
• Strong Communicator: Communicates clearly and professionally with internal teams and external stakeholders.
• Accountable: Tracks commitments, follows through on deliverables, and communicates proactively.
• Solutions-Oriented: Adapts to changing needs and approaches challenges with a positive, flexible attitude.

Key Responsibilities

1. Event Management & Execution

• Develop, maintain, and execute NHA’s event calendar in collaboration with the Director of Development, Executive Director, and relevant staff.
• Manage the planning, coordination, and execution of NHA events, including signature fundraising events and other organizational events.
• Maintain detailed event timelines, project plans, task lists, production schedules, and planning documents.
• Coordinate event logistics, including venues, catering, rentals, permits, entertainment, signage, supplies, registration, transportation, and other operational needs.
• Develop and monitor event budgets in collaboration with the Director of Development and Executive Director, as appropriate.
• Track event revenue and expenses, monitor performance against approved budgets, and maintain event profit-and-loss reports.
• Coordinate staffing and volunteer assignments with the Volunteer Coordinator, Director of Operations, Animal Care team, and other relevant staff.
• Work with event committees, board members, volunteers, vendors, and internal teams to communicate responsibilities, deadlines, and expectations.
• Secure required permits, licenses, insurance documentation, and other event-related approvals in accordance with applicable regulations.
• Ensure event logistics and staffing plans support animal welfare, safety, and NHA’s operational needs.
• Evaluate event outcomes, document successes and areas for improvement, and recommend ways to improve efficiency, participation, and fundraising results.

2. Sponsorships & Partner Relationships

• Collaborate with the Director of Development to develop sponsorship strategies, proposals, sponsorship decks, and benefit packages for NHA events.
• Identify prospective sponsors, vendors, corporate partners, and local businesses that align with NHA’s mission and event objectives.
• Conduct outreach and cultivate relationships to secure sponsorships, vendor participation, in-kind contributions, and other event support.
• Maintain an organized pipeline of prospects, outreach activity, commitments, deliverables, and renewal opportunities.
• Build and maintain positive relationships with sponsors and partners before, during, and after events.
• Coordinate sponsorship agreements, invoices, and tracking of financial and in-kind commitments in collaboration with the appropriate internal staff.
• Manage sponsor fulfillment to ensure all agreed-upon benefits are delivered, including signage, logo placement, social media recognition, event mentions, tickets, booth space, and promotional opportunities.
• Coordinate with sponsors to collect logos, promotional materials, and other assets needed to fulfill sponsorship commitments.
• Ensure sponsors and partners receive timely thank-you communications, event recaps, photographs, recognition, and other appropriate stewardship.
• Identify opportunities to strengthen existing relationships, renew sponsorships, and expand partner engagement across NHA events.
• Maintain accurate records of sponsor contacts, commitments, contributions, communications, and partnership history.

3. Event Marketing & Promotion

• Collaborate with NHA’s PR, Social Media, and other internal teams to develop and execute promotional plans for events.
• Develop event marketing timelines outlining promotional opportunities, content needs, sponsor recognition, and key deadlines.
• Coordinate event details and promotional assets, including dates, times, locations, registration information, FAQs, sponsor logos, and event descriptions.
• Assist with event messaging, promotional copy, email content, social media concepts, and other marketing materials in collaboration with the appropriate teams.
• Ensure event information on NHA’s website, event pages, registration platforms, and other promotional channels is accurate and up to date.
• Identify cross-promotional opportunities with sponsors, local businesses, media partners, and event hosts.
• Coordinate sponsor recognition across applicable marketing channels and ensure promotional commitments are fulfilled.
• Prepare detailed photography and content shot lists for events in collaboration with internal communications staff, photographers, and media partners.
• Monitor event promotion and engagement and recommend strategies to improve attendance, participation, fundraising, and visibility.

4. Administration, Reporting & Cross-Departmental Collaboration

• Maintain organized event records, budgets, timelines, sponsor agreements, vendor information, and planning documents.
• Prepare and track invoices, sponsorship commitments, vendor expenses, ticket sales, donations, and other event-related financial information in coordination with appropriate staff.
• Prepare event calendars, status updates, budget reports, and post-event recaps for the Director of Development and other relevant staff.
• Track event performance, including revenue, expenses, attendance, sponsorships, participation, and other relevant outcomes.
• Conduct post-event evaluations to document successes, challenges, and recommendations for future planning.
• Work closely with the Director of Development, Executive Director, PR and Social Media teams, Volunteer Coordinator, Director of Operations, Animal Care team, and other departments to ensure events are coordinated effectively.
• Communicate event needs, timelines, staffing requirements, and responsibilities clearly and proactively.
• Represent NHA professionally at events, sponsor meetings, networking opportunities, and partner engagements.
• Ensure post-event communications, sponsor recognition, thank-you messages, media follow-up, and other closeout activities are completed.
• Identify opportunities to improve event processes, strengthen partner relationships, and increase the effectiveness of NHA’s event program.

Additional Requirements

This position requires occasional evening and weekend work, as well as flexibility to support events and partner engagements throughout Nashville and Middle Tennessee. Local travel is required.

Knowledge of special event permitting in Tennessee, particularly Davidson County, and familiarity with applicable alcohol permitting requirements, including TABC and local Beer Board regulations, are preferred.

Additional duties may be assigned as needed to support the goals and operations of Nashville Humane Association.

Pay: $50,000.00 - $55,000.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person