POSITION: Events Coordinator
STATUS: Regular full-time, Exempt
REPORTS TO: Director of Development
WORKS WITH: All departments but especially with Marketing, Education and Community Engagement, and Historic Properties
SALARY: $38,000-$45,000 with benefits
LOCATION: Primary office is in Denver with some work in Central City, CO
Under the direction of the Director of Development, the Events Coordinator is responsible for providing support for volunteer committees engaged in fundraising events, the planning and implementation of special events, donor stewardship events and audience development events in Denver and in Central City; and providing support for meetings of internal and external stakeholders. This position works closely with staff and volunteers to deliver high quality experiences for donors and patrons that promote, recognize and celebrate the impact of engagement and philanthropy for Central City Opera (CCO).
-Support the volunteer committees charged with producing two annual, large-scale fundraising events, The Yellow Rose Ball, the Theatre of Dreams Gala, and other occasional events as scheduled.
CCO Guild Events
-Support as needed the work and events of various committees of CCO’s primary volunteer support group including Opera Teaser, Afternoon at the Opera, Housewarming Days, Planting Day, Inventory Day, various opera education events, and the Guild’s primary fundraising event, the annual L’Esprit de Noël Holiday Home Tour.
Opera Festival Events
-Plan, schedule and implement donor receptions and other stakeholder events onsite in Central City
-Assist with, and lead as needed, audience engagement events such as the Boomer Bus and Mix and Mingles
-Plan and implement two opening night dinners
CCO Board of Directors Meetings and Events
-Plan and implement board dinners and receptions in Denver and in Central City, often in conjunction with meetings or other events
-Set up and break down meetings of the nominating and development committees and other Board meetings as needed
All of the above include the following in varying degrees:
- Attend regular committee meetings for fundraising events and the Guild, providing liaison between event committees and CCO staff
- Assist volunteer committees with planning and implementation of committee-led fundraising events, providing appropriate oversight to ensure CCO practices and procedures are adhered to and that the CCO brand is represented well
- Provide support for securing event sponsorships
- Prepare and complete mailings, track RSVP’s, collect funds as needed
- Negotiate and/or manage contracts, work orders, security requests, AV orders, floral decorations, catering, etc.
- Manage budgets for Opera Festival events and department budgets for meetings
- Maintain timely, friendly, and effective contact with vendors including florists, caterers, musicians, and others as appropriate
- Assure the safety of visitors, staff, and facilities by following and enforcing all related policies and procedures in the planning and execution of events
- Assist in managing general functions for events such as database management, providing work direction to volunteers and staff, overall event logistics, coordinating vendors and trouble-shooting when necessary
- Maintain a good working relationship with other staff members by coordinating schedules with other programs and events, meeting regularly with those who need to be involved in the planning process, and providing timely notification of necessary changes
- Maintain open communication with other staff involved in the project, seeking mutually agreeable solutions to problems
- Provide direction and guidance for donor recognition and correspondence, gift fund stewardship, and other activities that engage donors and advance philanthropic commitment
- Work cross-functionally with other areas, providing special events expertise as required
- Other related duties as assigned
KNOWLEDGE, SKILLS & ABILITIES:
- Outstanding attention to detail and commitment to quality
- Must be highly organized with outstanding interpersonal and communications skills
- Ability to manage time well, particularly while managing competing priorities
- Understanding and attitude of customer service; ability to be very flexible and adapt to change
- Ability to work independently and as part of a group
- Adept at problem-solving, critical thinking, and using judgment in situations that require
sensitivity and tact
- Ability to recommend and add unique touches that increase the impact of donor experiences
- Ability to think creatively and strategically about event communications and messaging
- Must be capable of managing difficult or emotional situations involving volunteers
- Ability to work in a high volume, deadline-driven environment
- Willingness to take initiative, keep a positive attitude, and maintain a professional demeanor
EDUCATION & EXPERIENCE:
College undergraduate degree (4-year) with strong background in customer service. Requires at least two years of experience dealing with all phases of planning and presenting small- and large-scale special events.
Microsoft Office Suite and Blackbaud Raiser’s Edge or comparable donor tracking system
Position requires frequent evening and weekend work, especially during the Opera Festival, for successful execution of some events. Flexible scheduling permitted to minimize impact on personal life.
The position frequently requires long periods of sitting or standing. Must possess good hand and eye coordination. The employee must frequently lift and/or move up to 25 pounds independently and occasionally lift and/or move up to 50 pounds with assistance. Must be able to drive a motor vehicle to and from various locations in town as well as in and around Central City. Ability to occasionally work extended shifts and attend training and meetings outside of regularly scheduled hours. During the Summer Festival, task completion requires considerable physical exertion at an altitude of 8,500 feet and the ability to navigate uneven terrain.
Requires a valid driver’s license, insurable driving record. Must have own reliable transportation, such as a car.
Role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Should be able to tolerate and be productive in a highly active and occasionally noisy work environment.
TO APPLY: Please submit a cover letter, resume and a written description of an event for which you had responsibility, including attendance, financial results, etc. May include photos, invitations or other such items that represent the event. Send application package electronically to firstname.lastname@example.org with Special Events Coordinator in the subject line. NO PHONE CALLS, PLEASE. Position closes Friday, March 10, 2017.