Associate, Special Events
About The Position
New York City Ballet seeks an enthusiastic and responsible Associate, Special Events to join a dynamic five-person events fundraising team. The Associate, Special Events reports to the Director, Special Events and supports the planning and execution of a diverse portfolio of fundraising and donor and corporate partner events. This position plays an integral role in creating memorable experiences that strengthen relationships with donors, patrons, and the broader ballet community while advancing the organization's philanthropic goals. Working collaboratively with colleagues across departments, the Associate provides event coordination, administrative support, and donor stewardship to ensure the successful delivery of events that celebrate and sustain the Ballet's artistic mission.
Requirements
- Bachelor’s Degree required
- 1+ year(s) of professional work experience – preferably in event planning or fundraising
- Must possess outstanding attention to detail, follow-through, and organizational skills
- Excellent written and oral communication skills, as well as diplomacy and excellent judgment
- Ability to multi-task, prioritize, and problem-solve in a fast-paced work environment
- Ability and willingness to work evenings and weekends as required for performances and special events.
- Advanced computer and database management skills – knowledge of Tessitura a plus.
Nice To Haves
- knowledge of Tessitura a plus
Responsibilities
- Track fundraising progress, process event payments and acknowledgements, and handle guest management for Fall Gala and Annual Luncheon.
- Coordinate theater seating and ticketing logistics for the Spring Gala, working closely with the Box Office to manage inventory, ticket distribution, performance assignments, and troubleshooting patron ticketing needs.
- Draft event materials including benefit event pre-sale letters, invitations, and programs.
- Organizing mailings including managing mailing lists, facilitating design updates with NYCB Creative team, and coordinating print production and mail house distribution.
- Assist with benefit event fundraising efforts through donor outreach, sponsorship fulfillment, and stewardship activities.
- Collaborate with colleagues across Development and other departments to ensure seamless planning and execution of assigned events.
- Coordinate logistics for assigned events with vendors, such as caterers, rental companies, photographers, and musicians.
- Support onsite benefit event execution, assisting with registration, vendor coordination, guest hospitality, and troubleshooting.
- Orchestrate all aspects of the Patron Lounge operations including contract with Restaurant Associates, weekly logistics emails, bookings, room set-up, bar inventory, maintenance, and financial reconciliation.
- Manage Special Event’s product inventory.
- Maintain the Development Department’s events calendar and serve as the Development Department point person for the Master Calendar utilized throughout the Company and Theater.
- Organize cumulative 12-month Playbill listings for Special Event donors.
- Maintain accurate event and constituent records in Tessitura, ensuring timely updates and data integrity.
- Stay abreast of social and institutional calendars throughout New York City to avoid scheduling conflicts among peer organizations.
- Assist with office organization, end of year archiving, and facilitating new office systems for better efficiency.
- Check Special Events main telephone line, email, and distribution of mail, and provide general administrative support for the department as necessary.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
