Coordinator, Special Events

Segerstrom Center For The Arts • Costa Mesa, CA

202d • $21 - $27 • Remote

About The Position

The Special Events Coordinator plays a vital role in organizing the operations and administrative functions of the team, with a focus on revenue tracking, donor invoicing, payment processing, scheduling, and event communications, including RSVPs.

Requirements

• Bachelor's degree.
• Valid driver's license and reliable transportation.
• Fluent writing and speaking English.
• Previous experience in an administrative role preferred.
• A passion for the performing arts is beneficial.

Responsibilities

• Processing non-Candlelight related expenses for Special Events and Support Groups via Aestiva, check requests, wire requests, etc.
• Track and input RSVPs for non-ticketed events and Special Events meetings in Tessitura.
• Circulate RSVPs to Development and other key leaders on a regular basis.
• Update Outlook Special Events Calendar with SCFTA events and community events and track Event Request Forms.
• Organize Special Events drive.
• Organize and keep inventory of Special Events spaces, including cabinets, copy room shelves, wine storage, and offsite storage.
• Ensure all key stakeholders (senior leaders, board members, event chairs, etc.) have events on their calendars.
• Distribute hard copies of invitations to key stakeholders.
• Oversee invitation mailings (collect necessary items, assess envelope and stamp inventory, ensure list is accurate, print and stuff envelopes, deliver to mailroom or post office as needed).
• Update Monday.com and Outlook SPE Calendar.
• Achieve proficiency with Canto and manage event photos being migrated to Canto, and new event photos uploaded and organized there.
• Create post-event photo galleries.
• Deploy event-specific communications, including evites, reminders to RSVP, confirmation emails, and post-event thank you emails.
• Achieve proficiency with the Tessitura database and promote best practices.
• Track and log inventory for wine storage, share with finance quarterly.
• Maintain/nurture individual donor relationships and respond to requests for information.
• Attend committee meetings related to special events; create and distribute materials and minutes, managing Zoom links, setting Zoom up in boardroom.
• Assemble monthly credit card expense reports for Special Events and Support Groups.
• Scheduling meetings for Special Events team as needed.
• Assist with building out and tracking tasks in Monday.com for Candlelight Concert.
• Liaise with Graphics on necessary collateral, creating Creative Service Request forms, providing necessary information, tracking and organizing place cards and other signage and collateral.
• Organize large emails, sending drafts, compiling edits from team, and sending with great attention to detail to the appropriate lists at the appropriate time.
• Liaise with calligrapher to ensure formal print invitations are sent out in a timely manner.
• Work closely with Donor Relations and Ticketing team on seating and ticket stuffing.
• Build out master seating and registration documents for both Candlelight Master Class and Candlelight Concert, using Zkipster.
• Coordinate with Theater Operations to ensure pdf layout is up-to-date.
• Build Zkipster layout overlay.
• Closely and carefully tracking seating charts and changes for both performance seating and dinner seating, dietary notes for guests, and guest research from Development Operations.
• Support Check-in at event with live updates to Zkipster as guests arrive and changes need to be made.
• Schedule briefings, chair meetings, Candlelight executive committee meetings, budget meetings and production meetings with vendors & SCFTA staff.
• Ordering lunches, organizing and distributing collateral for meetings, coordinating schedules, securing space, managing Zoom links, setting Zoom up in boardroom.
• Guest photo and gift organization and distribution.
• Assist the Senior Director of Special Events & Support Groups, Manager of Special Events, and Special Events Officer with the coordination of all fundraising, donor cultivation and recognition events.
• Work event check-in as needed.
• Liaise with vendors, Center staff, and donors involved with events.
• Preparing materials for internal and external meetings, processing check requests, invoices, creating and managing event budgets.
• Organize event seating in Zkipster.
• Coordinating with Donor Relations for ticketing distribution, and registration set up.

Benefits

• Salary Range: $21.96 - $27.45 per hour; Full Time, Non-Exempt.
• 403B with match after probationary period.
• Core Benefits + Supplemental benefits.
• Time Off (Vacation, Sick, Personal, Company Holidays, Early Release).
• Public Service Loan Forgiveness (PSLF) qualified employer.
• Comp and discounted show tickets.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Performing Arts, Spectator Sports, and Related Industries
• Education Level: Bachelor's degree