Event Coordinator

Ronald McDonald House Charities of Madison

Ronald McDonald House Charities of Madison was born out of an enormous outpouring of community support spanning more than four years, and resulting in more than $2 million dollars in funding. We opened our doors debt free on May 22, 1993.

It’s something we see every day – children healing because they’re surrounded by their families. And while RMHC may not be able to make the medicine taste better or erase the pain of a much-needed treatment, we have helped lessen the burden for nearly 2,800 families in 2014. Since 1993 we have been making children happier and healthier by keeping families together – giving them a place to rest and refresh. A place that feels like home.

How did the first Ronald McDonald House get its start? The first Ronald McDonald House opened in Philadelphia in 1974 as the result of the perseverance and dedication of Fred Hill, then a Philadelphia Eagles football player. After his daughter, Kim, was treated for leukemia at the local children’s hospital, Hill became determined to help other families faced with the same situation.

Very few institutions at that time provided sufficient accommodations for such families, and Dr. Audrey Evans, a pediatric oncologist at Children’s Hospital, suggested that a “home-away-from-home” was needed. Hill enlisted the help of his teammates and then General Manager, Jim Murray, as well as the local McDonald’s restaurant franchisees to raise funds to purchase and renovate the first House.

Position Details

Event Coordinator
Southwest Wisconsin
Madison, WI

The Event Coordinator advances the Ronald McDonald House Charities of Madison (RMHC-Madison) mission by supporting the work of the Development and Marketing & Communications Departments. This position is responsible for planning RMHC-Madison events and assisting with donor relations and marketing activities. While this position is 30 hours per week, it is understood that implementing specific events may require more hours during peak times and a flexible work schedule. This positionwill function both remotely and on-site.

Major fundraisers include the Rock Valley Golf Outing, Junior Golf Challenge, RMHC-Madison Golf Classic and Team RMHC (Chicago Marathon). While collaborating with RMHC team and committee members, the Event Coordinator will manage these major fundraisers, as well as volunteer and donor appreciation events, McDonald’s gratitude and in-store events, community events and 3rd party fundraisers.

Job Responsibilities:

  • Foster strong working relationships and support the needs of RMHC-Madison team, committee members and Board of Directors to plan, communicate and execute successful events.
  • Set and manage timelines for special events and fundraisers.
  • Maintain and organize electronic files and budgets for each special event.
  • As point person, coordinate logistics including venue, catering, rentals, signage, and decorations.
  • Track sponsorships, generate invoices, draft acknowledgment letters, secure logos, and process payments with the Director of Development and Business Office.
  • Manage registrations, secure payments, and communicate event details with guests.
  • Support auction committee in procurement and tracking of items, acknowledge donors, and deliver auction items to winners, as necessary.
  • Identify and manage volunteer needs for special events.
  • Conduct event wrap-up in collaboration with Director of Development and Business Office, includes expense and payment tracking, generating financial reports and thank you letters.
  • Serve as liaison for third-party fundraisers and community sponsored events.
  • Collaborate with Director of Marketing & Communications to develop event collateral, social media content, and media opportunities around special events and fundraisers.
  • Assist Director of Development in direct mail campaigns and donor stewardship activities.
  • Manage the pull tab collection program.
  • Manage merchandising needs including inventory, ordering, and stocking.

Ideal Characteristics:

  • A friendly, positive, and professional attitude.
  • Desire to contribute to RMHC-Madison team projects and mission.
  • Creative, passionate professional who is organized with high level of attention to detail.
  • Willingness to pitch in and help in areas that do not fall directly within position’s responsibilities.


  • Bachelor’s degree in hospitality, marketing, public relations or related field and/or 3+ years of experience in successful event management and planning.
  • Excellent computer skills, including familiarity with Word, Excel, PowerPoint, and Outlook.
  • Previous experience with Greater Giving or related event management software.
  • Experience in developing and managing a budget.
  • Strong interpersonal skills. Must be able to present oneself professionally at public events.
  • Ability to work well as part of a small, dynamic team, as well as independently and remotely.
  • Demonstrates strong judgement skills and attention to detail while meeting deadlines.
  • Must have excellent verbal and written communication skills and a deep understanding of donor-centered communications.
  • Experience working with volunteers and understands how to motivate and delegate to volunteer teams to achieve organizational goals.
  • Ability to identify and maintain confidential information.
  • Ability to travel locally or regionally occasionally. Valid driver’s license required.


  • Experience using, or knowledge of Raiser’s Edge (CRM).
  • Experience using Mailchimp or Constant Contact.
  • Previous experience working in a donor-focused, or nonprofit organization.


  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Vision insurance

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