Program Event Coordinator

Strathmore • North Bethesda, MD

3d

About The Position

The Program Event Coordinator provides administrative and event logistics support for Programming activities at Strathmore which include but are not limited to the Music in the Mansion series, Strathmore Presents Concert Hall programs, summer programming, and some special projects. The Program Event Coordinator helps coordinate routing contracts, payment of artist fees, artist travel, transportation, hotel, technical arrangements, catering, and general hospitality as assigned by the Senior Director of Programming and the Senior Program Event Manager. The Program Event Coordinator is part of a five-person team, supporting a range of programs in multiple venues. Department members are cross-trained to ensure adequate support of programs across venues. The team members are the front-line liaisons with artists, agents, managers, and audiences, charged with upholding the extraordinary reputation for artist services that has become Strathmore’s hallmark. Essential Duties and Responsibilities 40% Artist Advance and Event Support for Music in the Mansion Shows: Provide on-site support for performances and preparations for the majority of the Music in the Mansion series. Organize hospitality and catering needs for each artist (may include shopping, food set up and clean up). Prepare green room and artist dressing room areas prior to artist arrival. Coordinate and book hotel accommodations and transportation schedules with transportation vendor and production manager along with other programming staff. Manage company ticket requests. Ensure timely and appropriate follow-up with artists to maintain excellent relationships with tour management. Submit timely payment requests via online system and ensure payment is received by the appropriate parties at the correct times. Help coordinate and staff artist arrival, rehearsals, concerts, pre- and post-concert events, and artist departure for performances at the Mansion. 30% Event Support for Music Center and Summer Programming: Support Lead Event Managers for Music Center Shows with early load-ins, VIP events, rehearsals, and tech days. Organize hospitality needs for each artist, which may include creating shopping lists, grocery shopping, online ordering, food setup, and clean up. Provide on-site support for performances and preparations for the outdoor summer programming, which includes but is not limited to Live from the Lawn. Assist with annual Special Projects, which include but are not limited to UkeFest and the Bernard/Ebb Songwriting Competition and Showcase. Laundry support and management. Pulling together dirty linens (towels, tablecloths) and requesting service through the designated application. Put away linens when returned. Manage the hospitality closets and cabinets, keeping accurate inventories of all items. 20% Programming Department Administration Oversee Digital Program books for Music in the Mansion and Music Center performances. Royalty reporting to ASCAP and BMI, which includes tracking details pertaining to the shows presented at the Music Center, the Mansion, and outdoor programming. Submitting those details to our ASCAP and BMI online accounts, as well as submitting royalty payment requests to the Finance Department. Maintain Strathmore’s artist history database by gathering materials from the various systems currently in place and manually entering them into our web-based Zoho database. Attend regular meetings. Includes departmental and interdepartmental meetings. Operate within the Strathmore-approved budget. 10% Other Duties As assigned by direct supervisor. Accountabilities Satisfactory completion of this job will include exquisite attention to detail, anticipation of artists’/agents’ needs, exercising sound professional judgment, meeting financial goals, building and maintaining good working relationships with volunteers, donors, and colleagues, keeping excellent records, working well as a member of the Programming team, and meticulous oversight of contracting. It will also be determined by operating within the approved Strathmore budget.

Requirements

• Bachelor's degree or equivalent required.
• One to two years’ related experience, with at least two years of professional experience.
• Expertly stewards projects with ability to manage details and facilitate progress toward desired goals.
• Possesses ability to think quickly on one’s feet, to react flexibly and efficiently.
• Ability to work early mornings, evenings and weekends, required.
• Exhibits a collaborative and energetic work style, superior people skills, and ability to motivate and build alignment.
• Demonstrates maturity, poise, initiative, and flexibility to handle complex situations and confidential information with sensitivity and professionalism.
• Provides exceptional customer service through individual relationships and concierge assistance.
• Possesses strong planning and organizational skills; ability to prioritize, manage time efficiently, meet deadlines; and work under pressure.
• Demonstrates ability to work with high degree of autonomy and accountability and to be a team player.
• Is solutions-oriented and approaches challenges with initiative and creativity.
• Demonstrates success managing external vendors.
• Is proficient with Microsoft Office, social media platforms, and Internet-based research tools.
• Must be able to lift 50lbs.
• Drivers’ license and personal vehicle required.

Nice To Haves

• Preferred applicants are 25 years or older.

Responsibilities

• Provide on-site support for performances and preparations for the majority of the Music in the Mansion series.
• Organize hospitality and catering needs for each artist (may include shopping, food set up and clean up).
• Prepare green room and artist dressing room areas prior to artist arrival.
• Coordinate and book hotel accommodations and transportation schedules with transportation vendor and production manager along with other programming staff.
• Manage company ticket requests.
• Ensure timely and appropriate follow-up with artists to maintain excellent relationships with tour management.
• Submit timely payment requests via online system and ensure payment is received by the appropriate parties at the correct times.
• Help coordinate and staff artist arrival, rehearsals, concerts, pre- and post-concert events, and artist departure for performances at the Mansion.
• Support Lead Event Managers for Music Center Shows with early load-ins, VIP events, rehearsals, and tech days.
• Organize hospitality needs for each artist, which may include creating shopping lists, grocery shopping, online ordering, food setup, and clean up.
• Provide on-site support for performances and preparations for the outdoor summer programming, which includes but is not limited to Live from the Lawn.
• Assist with annual Special Projects, which include but are not limited to UkeFest and the Bernard/Ebb Songwriting Competition and Showcase.
• Laundry support and management. Pulling together dirty linens (towels, tablecloths) and requesting service through the designated application. Put away linens when returned.
• Manage the hospitality closets and cabinets, keeping accurate inventories of all items.
• Oversee Digital Program books for Music in the Mansion and Music Center performances.
• Royalty reporting to ASCAP and BMI, which includes tracking details pertaining to the shows presented at the Music Center, the Mansion, and outdoor programming.
• Submitting those details to our ASCAP and BMI online accounts, as well as submitting royalty payment requests to the Finance Department.
• Maintain Strathmore’s artist history database by gathering materials from the various systems currently in place and manually entering them into our web-based Zoho database.
• Attend regular meetings. Includes departmental and interdepartmental meetings.
• Operate within the Strathmore-approved budget.
• As assigned by direct supervisor.

Benefits

• Salary Range —$52,0000 to $57,000 annually, with the exact salary depending on experience.
• This is a full-time, non-exempt position.
• Health Benefits —Excellent medical, vision, wellness, and dental benefits through Montgomery County Government.
• Generous Leave —Between paid holidays, and vacation, personal, and sick days, you have ample opportunity to take time off when you need it.
• Retirement —We contribute 8% of your salary after 6 months to complement your 4% required contribution, fully vesting after three years of credited service.
• Flexibility —We offer the opportunity to telework up to two days per week.
• Learning & Growth —Professional development resources, tuition assistance, and opportunities to build your career and expand your network.
• Experiences —Opportunities to attend various performances and events at The Music Center and The Mansion.
• Free parking, flexible spending accounts, SmartTrip benefit plan, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level