Special Events Coordinator

OPEN DATE: 11/18/2025
CLOSING DATE: 12/2/2025 * This announcement may close once 300 applications are received, which may be sooner than the closing date

POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Permanent
SCHEDULE: Full Time
DUTY LOCATION: New York, NY

Position sensitivity and risk:
Low Risk Non-SensitiveOpen to all qualified applicants

View full job description here.

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Complete a Probationary Period.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

Come join a team of dedicated staff at an exceptional time in the Smithsonian’s history during the Smithsonian Campaign for Our Shared Future. This ambitious fundraising campaign’s public phase will run from 2024 to 2026, culminating with the nation’s 250th anniversary. It will expand the Smithsonian’s reach and impact, empowering the institution to find solutions to today’s most pressing challenges. The Smithsonian has built a model fundraising organization, driven by talented staff across our many museums, research centers, and cultural centers. This position offers exciting opportunities for the successful candidate to make a significant impact on the future of the Smithsonian. There is no better time to join this amazing Institution.

Located in the historic Carnegie Mansion on New York City’s Museum Mile, Cooper Hewitt presents compelling exhibitions, educational programs, and digital initiatives that demonstrate design’s power to improve lives. With a world-class collection of over 215,000 design objects spanning 30 centuries, Cooper Hewitt inspires audiences of all ages to engage with design and its relevance to contemporary life.

DUTIES AND RESPONSIBILITIES

The Special Events Coordinator works in the Cooper Hewitt, Smithsonian Design Museum’s Advancement Office, and reports to the Associate Director of Advancement. The coordinator ensures that donors, rental clients, and volunteer leaders experience high-quality interactions with the Museum to foster long-term engagement and investment.

The coordinator is responsible for planning and executing both advancement-related and external rental events, overseeing a variety of cultivation programs, donor events, and museum rentals ranging from intimate gatherings to large-scale galas and corporate functions.

Responsibilities include:

• Coordinating all logistical aspects of events and rentals, including contracts, vendor management, scheduling, catering, security, and facility coordination.
• Serving as the primary liaison for external rental clients, overseeing planning and on-site coordination to deliver a seamless and professional experience aligned with Cooper Hewitt’s standards.
• Cultivating and leveraging relationships with industry professionals, vendors, and key partners to enhance Cooper Hewitt’s visibility and attract new rental business opportunities.
• Developing methods and strategies to enhance donor recognition and stewardship through events, correspondence, and engagement opportunities.
• Supporting the Advancement team in developing and implementing stewardship and cultivation plans.
• Managing multiple projects simultaneously in a fast-paced environment and maintaining excellent communication with colleagues, donors, and vendors.

This position frequently requires work on evenings and weekends, as events and rentals often occur outside standard business hours.

QUALIFICATION REQUIREMENTS

Applicants should have two – three years of donor relations and events experience, preferably in a non-profit organization, art museum, or cultural institution. Qualified candidates will successfully demonstrate strong communications skills, the ability to take initiative and work independently, the ability to successfully manage multiple deadlines, as well as superior organization skills, and a thirst for learning. Frequent work during the evenings and weekends will be necessary.

Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in your application being rejected and may also result in termination after employment begins.

Application Instructions

Interested candidates should submit their resumes and a cover letter by December 2, 2025 on https://trustcareers.si.edu/postings/4960e58f-ab65-41cd-8cd0-57c00c7ed4b9. Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. To review the Smithsonian’s EEO program information, please click the following: https://www.si.edu/oeo