TITLE: Special Events Coordinator
STATUS: FTE, Non-Exempt
REPORTS TO: Special Events Manager
ORIGINAL DATE: 05/2023
REVISION DATE: 10/2024
SALARY RANGE: $37,000 - $40,000 annually, plus comprehensive benefits package
Position Summary:
The Special Events Coordinator is responsible for providing direct support to the Special Events Manager. The Coordinator will assist with daily administrative tasks, and the planning, organization, and implementation of events undertaking various responsibilities. Overall responsibilities include but are not limited to assisting the Special Events Manager with on-site event management, identifying bidding, securing venues, vendor contract management, catering, event logistics, coordinating with event volunteers, planning meetings, and managing financials. Additional duties include assisting the Individual Giving team with the setup and execution of donor cultivation and En Pointe Society events. The Coordinator will also serve as the liaison for Atlanta Ballet’s Corps de Ballet auxiliary guild.
Primary Responsibilities:
• Assist with coordination throughout the lifecycle of an event;
• Assist with maintaining a comprehensive special events calendar;
• Prepare and distribute post-event acknowledgment letters;
• Prepare guest profiles for select special events;
• Prepare invoices and follow up regarding balances;
• Process payments regularly;
• Manage and provide updated content, including copy, logos, and images for event webpages including the Corps de Ballet landing page;
• Pull financial reports and mailing lists and build extractions in Tessitura;
• Build and maintain working relationships with donors, guests, and event vendors;
• Assist with daytime and evening special events ranging from small in-studio donor functions; (i.e., Coffee & Class, In-studio Previews, etc.) to full-scale fundraisers offsite (i.e., Corps de Ballet
Fashion Show & Luncheon and the Ballet Ball);
• Assist with copy for special events marketing materials and design collateral;
• Assist with preparing catering and décor elements for onsite meetings and donor events at Atlanta Ballet;
• Assist with the execution of tasks on event timelines;
• Create event e-blasts;
• As liaison to the Corps de Ballet, attend Board meetings, assist in scheduling meetings, assist in preparing and distributing materials, assist in planning/executing hosted events, process memberships, and manage expectations;
• Other duties as assigned.
Skills and Knowledge:
• Ability to multitask;
• Ability to work independently and take initiative on designing and implementing new projects;
• High degree of organization and attention to detail;
• Excellent communication skills, both verbal and written;
• Experience working with key stakeholders and Trustees;
• Ability to manage high stress situations and last-minute changes;
• Ability to work effectively in a team environment with competing priorities and sensitive deadlines;
• Has a sense of creativity and is aware of current trends that may assist in elevating events;
• Strong interest in arts and culture;
• Personable and friendly, assertive when needed.
Education/Experience:
• Bachelor’s degree, or equivalent work experience, with 1-2 years of professional experience in
Development/Advancement;
• Proficiency in MS Office Suite including Word, Excel, PowerPoint, and Outlook;
• Knowledge of CRM Software, with previous experience in Tessitura or Raiser’s Edge is preferred;
• Digitally literate in ability to navigate websites, interact with web-based applications, and search;
• Ability to attend evening events and performances; weekend work is required during the season (September through May);
• Valid driver’s license and reliable transportation;
• Physical ability to lift up to 50 pounds.
Salary range is $37,000-40,000 annually, plus a comprehensive benefits package.
Interested applicants should submit a cover letter and resume for consideration to HRinfo@atlantaballet.com.
Atlanta Ballet believes that diversity, equity, inclusion, and access are critical to our success and growth as an institution as we seek to recruit, develop, and retain uniquely qualified and talented candidates from a diverse pool. Our goal is to be reflective, both onstage and off, and at all job levels, of the audiences we engage. Atlanta Ballet is an equal opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and existing employees without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, citizenship status, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, or any protected category prohibited by local, state, or federal laws.