Operations and Event Coordinator

2 days ago

Bethel NY United States Bethel Woods Center for the Arts Full time

Bethel Woods Center for the Arts is a nonprofit 501(c)(3) cultural organization, located in Bethel, New York, at the National Register historic site of the 1969 Woodstock festival. We are committed to building upon our rich history of peace and music by providing extraordinary experiences and access to the arts. We envision a world made better through the power of music and the arts.

Job Summary

The Operations and Events Coordinator is responsible for the administrative and on-site coordination of festivals, events, and programming at the venue. The department, in general, is responsible for oversight and management of Pavilion Concerts, Festivals, Multi-departmental Events (Peace, Love & Pumpkins; Peace, Love & Lights; etc.), facility rentals, guest relations, volunteers, staffing, traffic & parking, food & beverage, and various special project (Bethel Woods Campground, etc.), and this person will support the department in the execution in all these areas. This position provides significant administrative support to the department, therefore the ideal candidate will be extremely organized and can multitask, and prioritizing is essential.

Job Duties

  • Perform and coordinate administrative functions of the Operations Department, including but not limited to concert and event administrative files ("one-sheeters", concert times schedule, interdepartmental communications, etc.), financial reporting, event inquiries, and overall communications (via email and Zendesk), scheduling of key meetings, recordkeeping, filing, correspondence, presentations, and more.
  • Support in the management and execution of all tasks related to festivals and events at Bethel Woods.
  • Management of festival/market vendor relations in collaboration with the Operations and Events Manager, as follows:
  • General vendor day-to-day management, including vendor communications, recruitment, approvals/denials, fulfillment tasks per event, retention, etc.
  • Manage the vendor database and management software (ConventionForce)
  • Day-of coordination and oversight
  • Coordinate and assist with set-up and execution of campus-wide event preparations, inclusive staffing deployment, parking & transportation, signage, equipment, food & beverage locations, special event needs, vendor placements, etc.
  • Research and analysis of special projects, as assigned
  • Assist with the management of our online vendor platforms, ConventionForce
  • Assist with budgeting
  • Assist with BWCA annual permitting requirements
  • Interface with guests and outside parties in a professional, courteous manner
  • Any additional ad hoc duties as assigned

Job Requirements

  • Must have event coordination experience
  • Must have experience working in an administrative professional environment
  • Excellent communication skills, both written and verbal
  • Creative thinker with proactive problem-solving skills
  • Attention to detail, high-energy, and a positive attitude
  • Ability to work independently and as part of a team
  • Ability to work nights, weekends, and holidays

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