Job Title: Development Event and Stewardship Coordinator

Department: Advancement

Supervisor: Director of Individual Giving and Donor Relations

Supervises: N/A

FLSA Salary Classification: Exempt 

Last Update: December 2025

Availability: Position requires occasional extended work hours, including evenings and weekends.

Position Summary:

The Development Event and Stewardship Coordinator supports the fundraising and stewardship efforts of Huntsville Botanical Garden by planning and executing donor-focused events. This position is responsible for the logistical coordination of the organization’s signature fundraising events and donor appreciation activities and stewardship touchpoints that strengthen relationships with supporters. The coordinator will work closely with development staff, volunteers, and vendors to ensure events are successful, mission-centered, and donor-friendly. In addition to event coordination, the role includes stewarding donors through warm, timely, and accurate communication, ensuring thoughtful follow-up after events and commitments and collaborating with development staff to deliver exceptional donor experiences that reinforce gratitude, transparency and connection to the Garden’s mission. 

Essential Functions:

• Coordinate all aspects of event planning including venue logistics, catering, décor, entertainment, AV needs, contracts, and vendor relations.
• Develop and maintain detailed event timelines, checklists, and task assignments.
• Manage guest registration, ticketing, seating charts, and day-of-event coordination.
• Recruit, train, and supervise volunteers for event-related roles.
• Provide on-site support at all events, ensuring smooth execution.
• Assist with the fulfillment of sponsorship benefits.
• Coordinate in-kind donations and silent/live auction items as needed.
• Support donor stewardship efforts by ensuring donors are recognized appropriately at events.
• Prepare and distribute donor acknowledgment materials related to events.
• Work with the communications team to create event invitations, programs, signage, and online promotions.
• Maintain accurate event information on the website and other platforms.
• Assist with photography, storytelling, and capturing event highlights for future use.
• Draft impact reports that can be shared with donors after events or fundraising initiatives. 
• Maintain accurate records of event attendance, income, and expenses.
• Track event-related donations and sponsorships in the donor database.
• Prepare post-event reports, evaluations, and recommendations for improvement.
• Support development team activities as needed, including gift entry, mailings, and donor relations.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree and 1+ years of professional experience in events, fundraising, or project coordination, or equivalent combination of education and work experience in event planning, nonprofit development, hospitality or project management.

Success Factors:

• Commitment to advancing the mission and values of the Huntsville Botanical Garden.
• Detail-oriented and highly organized with the ability to manage multiple projects and deadlines.
• Strong problem-solving skills and the ability to think on your feet.
• Customer service mindset with a professional, positive attitude. 
• Ability to build authentic positive relationships with donors and community partners.
• Team player who collaborates well with staff, volunteers, vendors, and donors.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office.

Preferred Qualifications:

• Experience with donor management or event software (e.g.Altru, Blackbaud, Tripleseat) is a plus.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Physical Demands: This role involves continuous communication with staff, guests, and vendors, as well as extended periods of sedentary office work. The position occasionally requires lifting up to 25 lbs. and navigating the Garden’s grounds over uneven terrain. 
• Work Environment: Work is primarily performed in an office setting. At times, duties require working outdoors in all weather conditions and traversing varied, uneven terrain throughout the Garden. Occasional local travel is required for donor and community meetings. 
• Equipment: Uses standard office equipment, audio-visual systems, two-way radios, tablets, and operates the Garden shuttle as needed.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.