Special Events Coordinator

BROOKLYN ACADEMY OF MUSIC INC•New York, NY

2d•$55,000 - $55,000•Hybrid

About The Position

Brooklyn Academy of Music (BAM) is seeking a Special Events Coordinator to support the planning and execution of BAM’s fundraising and donor cultivation events. This role works closely with the Director of Special Events to deliver seamless, memorable experiences for donors, trustees, and guests across the BAM campus. The ideal candidate will assist with event logistics, guest management, budget tracking, and cross-departmental communication to ensure successful event outcomes.

Requirements

Bachelor’s degree or equivalent work experience.
1–3 years of experience in events, hospitality, development, or arts administration (internships and part-time experience welcome).
Proficiency in Microsoft Office Suite.
Familiarity with donor databases (Tessitura a plus) or eagerness to learn.
Comfort with basic financial administration (invoice processing, expense tracking); no formal finance background required.
Clear, professional communication skills via email, phone, and in person with a wide variety of people, from vendors to trustees.
Ability to juggle multiple projects and shifting priorities with grace.
Strong organizational skills and sharp attention to detail.
Discretion in handling confidential donor information.
Genuine enthusiasm for events and for BAM’s mission.
Calm and resourceful under pressure, especially in live event settings.
Warm, poised presence with donors, trustees, and guests.
Eager to learn and grow within Advancement.

Nice To Haves

Familiarity with Tessitura donor database.

Responsibilities

Support the execution of all fundraising and cultivation events, from intimate donor dinners to Opening Nights and BAM’s annual gala.
Maintain the special events calendar and keep internal partners informed of timelines and needs.
Keep event records, guest lists, and donor data accurate and up to date in Tessitura, Zkipster, Workfront, and other internal systems.
Maintain accurate, well-organized department budget records in partnership with the Director of Special Events and the Finance team.
Coordinate event logistics for BAM’s fundraising and cultivation events throughout the year, including venue setup, catering, vendors, run-of-show documents, and day-of staffing plans, under the direction of the Director of Special Events.
Assist with advance preparation, staffing matrixes, and day/evening-of tasks for events such as opening night receptions, cultivation dinners, and benefit evenings.
Manage guest list logistics, including RSVPs, check-in, seating chart preparation, and dietary and accessibility needs.
Maintain accurate solicitation and relationship records in Tessitura, including board-leveraged acquisitions and event attendance history.
Draft and route event materials, including invitations, programs, signage, and donor listings, coordinating with Design and Marketing/Communications on production timelines.
Support benefit fulfillment for event sponsors and table buyers, tracking deliverables and ensuring commitments are met.
Maintain the department’s event budget records, including entering invoices, reconciling monthly credit card statements, and tracking expenses against approved budgets by event.
Participate in quarterly check-ins with the Finance team, helping prepare expense summaries to confirm spending is trending in line with budget.
Update events and partnership calendars so all divisions involved are aware of events and timelines.
Liaise cross-departmentally with Security, Facilities, Production, Theater Management, Programming, Artist Services, General Management, Marketing/Communications, Design, Finance, IT, and the Executive Team as needed.
Assist other departments planning events on the BAM campus as needed, like Artist Services, the President’s Office, or the Artistic Director’s Office.