Special Events Coordinator

Be a Star at the Straz Center for the Performing Arts

The Special Events Coordinator will assist in the organization and implementation of the Straz Center's major fundraising events, along with all other donor cultivation and stewardship events planned by the Development team. The coordinator is responsible for all aspects of auction administration and solicitation related to fundraising events and oversees recruitment and logistics of restaurant participation in TASTE at The Straz. The position also interfaces with and supports the work of affinity groups and volunteer committees to ensure their success with related events.

The Special Events Coordinator reports to the Director of Special Events and is a well-organized, strategic, and highly detail-oriented professional who communicates effectively and works seamlessly with staff, volunteers, donors, and vendors.

Located in downtown Tampa, the Straz offers a team-based work environment that shows our dedication to the community every day. We reward our full-time employees with a strong benefits package including options for health/dental, vision, etc., discounted downtown parking, food and show discounts, plus a generous 403(b) plan and up to 26 days of PTO/Holidays per year.

Essential Functions:

Special Events Responsibilities

• Assists Director of Special Events in planning and execution of revenue generating fundraisers, including Broadway Ball, TASTE at The Straz, and Opera Tampa Gala.
• Coordinates and oversees logistical needs for Broadway Ball After Dark.
• Manages all aspects of auction administration associated with each event, including organization, solicitation, tracking and follow up related to committees and auction donors. Creates meaningful auction packages, writes descriptions, and develops compelling displays to maximize auction potential.
  • Manages online bidding technology.
• Coordinates recruitment, logistical needs and correspondence for restaurant acquisition and participation in TASTE at The Straz.
• Assists in the administrative components of event planning, including, but not limited to:

• • Coordinates mailings related to solicitation letters, invitations, and pre- and post-event information to ensure timely communication and benefit fulfillment.
  • Coordinates event sub-committee meetings, communication to volunteers and recording of meeting notes.
  • Tracks incoming reservations for all special events.

• Supports and assists in efforts to identify, cultivate, solicit, and steward sponsors for special events.
  • Maintains knowledge of event sponsors, their benefits and benefit fulfillment.
• Plans and implements non-revenue generating donor cultivation and stewardship events that support the Center's fundraising strategies, including the Boundless Campaign.
• Assists in securing vendors and in-kind donations and optimizing vendor relationships to reduce costs.
• Collaborates with other departments to ensure success of events and high-quality patron experience.
• Along with the Director of Special Events, serves as liaison to volunteer affinity groups and event steering committees. Assists with the efforts to identify, cultivate, and engage volunteers.
• Identifies and implements stewardship opportunities to ensure volunteer and donor retention.
• Collateral and Digital Communications:
  • Coordinates and tracks creation, production and distribution of event collateral and related communication pieces.
  • Coordinates web updates related to event web pages.
  • Organizes and maintains digital and print copies of Straz event collateral and examples from other organizations.

General/Administrative

• Represents Development department in Straz Center production meetings and other interdepartmental meetings, as needed. Communicates relevant programming updates and production details to staff on a timely basis.
• Documents donor/vendor contacts in CRM as needed.
• Generates lists from database for mailings and events.
• Assists with CRM data clean-up as necessary to ensure records are current.
• Other additional responsibilities as assigned.

Other:

• Maintains knowledge of Tessitura and other event software to manage events; provides back up for ticketing for Donor Relations when necessary.
• Maintain current industry knowledge of fundraising skills and trends pertaining to special events.
• Assists with staffing in Bravo Club (donor lounge) when required.
• Contributes to overall team effort in planning and development and shares in the decision-making process, implementing and promoting all decisions in a spirit of cooperation.
• Performs other duties when necessary to ensure the overall smooth operation of the department.

Minimum Qualifications (Knowledge, Skills, and Abilities):

• Ability to prioritize work to meet job requirements.
• High attention to detail and ability to multi-task multiple projects.
• Outgoing, strong interpersonal skills and ability to work with volunteers and donors.
• Excellent verbal and written communication skills.
• Self-motivated with exceptional organization and time-management abilities.
• Creative and able to work collaboratively and in an energetic and changing environment.
• Employs good judgment. Has discretion and respects and maintains confidentiality.
• Adept at PC skills, including Microsoft Excel, Word, Publisher, and PowerPoint.
• Development experience or work with a non-profit organization a plus.
• Enthusiasm for and commitment to the arts a plus.
• This position requires the ability and willingness to work a variable schedule, evenings, weekends, and holidays to meet operational needs.

Education and Work Experience:

• Bachelor's degree or equivalent practical experience.
• Two years' experience in fundraising and/or special events coordination and a demonstrated record of achievement.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• While performing the duties of this job, the employee is regularly required to remain in a stationary position for prolonged periods of time and use the computer and telephone, reach, and communicate effectively both in person and by telephone. The employee is frequently required to operate office equipment, such as a computer, telephone, and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Ability to transport and lift event materials or equipment weighing up to 10 lbs., and quickly move about the campus on event days.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• The noise level in the work environment is usually moderate to loud.

The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Please visit our website at www.StrazCenter.org to learn more about the Straz Center.