JOB DESCRIPTION | COORDINATOR – Community Engagement & Marketing

HR ADVANTAGE LLC • Palm Desert, CA

3d • $29 - $31 • Onsite

About The Position

The Coordinator – Community Engagement & Marketing is a supporting member of the McCallum Theatre marketing and communication team, working under the direction of the Director – Community Engagement & Events to assist with the planning, coordination, and execution of fundraising, stewardship, cultivation, and community events. This role is responsible for key administrative and logistical functions that ensure the smooth operation of events and marketing projects, including invoice tracking and processing, vendor coordination, project management tracking and on-site event support.

Requirements

• Associate or Bachelor's degree, or equivalent combination of education and experience.
• Minimum of 2–3 years of relevant experience in event coordination, administrative support, or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills with high attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Collaborative team player with the ability to take direction and work independently when needed.
• Professional demeanor with strong customer service orientation toward donors, patrons, and guests.
• Ability to lift to 10 lbs.
• Ability to stand or sit for extended periods.
• Ability to interact and communicate with patrons and donors.
• Fluent in English (verbal and written).
• Must be available to work evenings, weekends, and holidays as needed.
• Flexibility to work varied or rotating schedules.
• Understanding of non-profit fundraising principles.
• Proof of eligibility to work in the United States.
• Criminal and Civil background checks will be performed.

Nice To Haves

• Experience in a non-profit or performing arts environment preferred.
• Experience with Tessitura, Smartsheet, Canva, or Financial Edge preferred.
• Basic understanding of accounts payable and invoice processing preferred.

Responsibilities

• Track, process, and submit all event-related Community Engagement and Marketing invoices; ensure timely submission within 30 days following each event.
• Maintain organized records of vendor contracts, payments, and event expenditures.
• Assist the Director – Community Engagement & Events in monitoring event budgets and flagging discrepancies to the Director – Community Engagement & Events and Finance team.
• Support data entry and reporting in systems such as Tessitura, Elite, and Smartsheet.
• Assist the Director – Community Engagement & Events in the planning and execution of Development events including the Annual Gala, Founders Welcome Back Reception, Leadership Salons, Dance Visionary Salons, and Season Preview Events.
• Support coordination of McCallum Theatre community events, including Open Call Talent Project, Palm Desert Choreography Festival, Veterans Day events, Jazz Festival, Mexican Heritage Month, cabaret and cast parties, and Board of Trustees events.
• Help develop and maintain timelines, run-of-show documents, and production schedules under the guidance of the Director – Community Engagement & Events.
• Coordinate with vendors, suppliers, and venues as directed; assist in vetting new vendors and maintaining existing relationships.
• Support the Director – Community Engagement & Events as a liaison with Back of House, Production, and Front-of-House teams to ensure logistics alignment.
• Assist in coordinating and managing volunteers for events, ensuring a positive experience for all participants.
• Provide on-site support during events, including setup, breakdown, and guest assistance.
• Serve as a point of contact for event-day needs, escalating issues to the Director – Community Engagement & Events as appropriate.
• Assist in the preparation of event collateral in coordination with the Director – Community Engagement & Event and Marketing.
• Maintain event and email calendars and communicate updates to relevant internal stakeholders.
• Assist in post-event evaluations, including compiling attendance data and engagement metrics for review by the Director – Community Engagement & Events.
• Support the documentation of lessons learned and recommendations for continuous improvement.
• Maintain and manage the Smartsheet Creative Production Schedule to ensure all projects are progressing in a timely manner. Notify project leads when projects are falling behind schedule and new project requests are complete.

Benefits

• Equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree