Development Events Coordinator (Temporary)

Job Summary
The Contemporary Austin is seeking an experienced, highly organized Temporary Development Events Coordinator to provide immediate support for the museum’s two largest annual fundraising events: The Very ’Rary (October 18) and Art Dinner (November 7). Working closely with the Director of Advancement, Senior Manager of Development Events, and

Development team, this role will provide hands-on project management and event production support, including logistics, vendor coordination, sponsorship fulfillment, and on-site execution. The ideal candidate is an experienced event professional who can quickly step into active

projects, manage multiple priorities, anticipate needs, solve problems in real time, and help deliver polished, memorable event experiences. This role is well suited for someone who is resourceful, detail-oriented, calm under pressure, and comfortable taking ownership with minimal supervision.

Key Responsibilities

Event Planning & Production

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Provide hands-on project management and production support for The Very ’Rary and Art Dinner.

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Quickly become familiar with existing event plans, timelines, budgets, contracts, vendor relationships, and outstanding deliverables.

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Maintain event timelines, production schedules, task lists, run-of-show documents, and other planning materials.

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Track deadlines and deliverables across internal teams, vendors, and event partners, proactively identifying gaps and resolving issues.

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Coordinate event logistics, including layouts, guest flow, rentals, equipment, deliveries, staffing, load-in, and load-out.

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Support contingency planning and troubleshoot production and logistical challenges before and during events.

Vendor, Partner & Sponsorship Coordination

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Serve as a key point of contact for assigned vendors, contractors, sponsors, and event partners.

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Coordinate schedules, deliverables, access, contracts, invoices, and logistical requirements.

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Coordinate in-kind partners and donated goods or services, including delivery, placement, and recognition.

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Track and fulfill sponsorship benefits, including signage, activations, tickets, hospitality, recognition, and other contractual commitments.

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Partner with the Advancement team to ensure sponsors and event partners receive a high-quality, well-coordinated experience.

Budget & Administration

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Assist with event budget tracking, invoices, expenses, payments, and outstanding financial commitments.

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Maintain organized event files, vendor documentation, contracts, and production materials.

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Support post-event reconciliation, documentation, and wrap-up.

On-Site Event Execution

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Provide significant on-site support during event production, load-in, execution, and load-out.

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Oversee assigned areas of event operations and coordinate staff, volunteers, vendors, and contractors.

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Troubleshoot issues in real time and help ensure a seamless, polished experience for guests, donors, sponsors, and partners.

Qualifications

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3+ years of professional experience in event management, event production, fundraising events, hospitality, or a related field.

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Demonstrated experience managing complex events involving multiple vendors, stakeholders, deadlines, budgets, and logistical requirements.

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Strong project management and organizational skills, with exceptional attention to detail and follow-through.

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Ability to quickly step into active projects, assess priorities, and move work forward with

minimal supervision.

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Strong communication, problem-solving, and interpersonal skills, with the ability to remain calm and adaptable under pressure.

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A hands-on, collaborative approach and willingness to jump in wherever needed.

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Strong aesthetic sensibility and commitment to exceptional guest experiences.

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Proficiency with Microsoft Office, Google Workspace, and/or project management platforms; experience with Teamwork or similar software is a plus.

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Availability to work evenings and weekends as required by the event schedule.

Work Environment & Schedule

This temporary, part-time role is based primarily at The Contemporary Austin’s campuses and

event locations and is anticipated to require approximately 20–30 hours per week. Hours will

vary based on event deadlines and production needs, with evening and weekend availability

required during key production periods.

• Prolonged periods of sitting at a desk and working on a computer.

• Ability to work outside in Central Texas weather

• Ability to lift 20-30lbs.

The assignment is anticipated to begin immediately and continue through the completion of The

Very ’Rary, Art Dinner, and associated post-event wrap-up.

How to Apply

Submit your interest and application via our Careers Page.

Our Commitment to Diversity, Equity, Inclusion and Access (DEIA)

The Contemporary Austin values a diverse, inclusive, and equitable workplace, and we seek to

model these values in our hiring and engagement practices for all our artistic and educational

programs. We welcome applications by BIPOC candidates as well as individuals who bring new

perspectives in a host of ways. It is the policy of The Contemporary Austin not to discriminate

against any person because of race, color, religion, national origin, sex, sexual orientation,

gender identity, marital status, age, disability, or veteran status and to take action to ensure

that those seeking to do business with the Contemporary are treated fairly. The Contemporary

Austin aims to create a safe, welcoming working environment and doesn’t tolerate

discrimination of any kind. The organization is currently pursuing a multi-year DEIA effort and

seeks individuals who share our commitment to this work. Reasonable accommodation may

be made to enable individuals with disabilities to perform these essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of

activities, duties, or responsibilities that are required of the employee for this job. Duties,

responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform

these essential functions.