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Special Events

3 months ago

Charlotte, United States Children's Theatre Charlotte Full time

Job Type

Full-time

Description

We create exceptional theatre experiences, inspiring generations to explore the wonder of their world.

Are you excited, driven and ready to create unique, engaging, diverse and inclusive events that cultivate lasting and authentic relationships with donors and volunteers? Are you someone who has the guts to run out of time, meet multiple deadlines simultaneously, micromanage and take on the job titles of a healer, accountant, voice of reason, and CEO simultaneously This may be the job for you. From delegating to taking on the personal responsibility of ensuring important tasks are carried out, you will own and drive every aspect of an event.

WHAT WE DO...

Children's Theatre of Charlotte (CTC) is proud to be an organization where a diverse mix of talented, committed, and enthusiastic people gather to do their best work. As we inspire generations to explore the wonder of our world, we desire to see the diversity and amazing, expanding tapestry of this world and community reflected in all our programming, behind the scenes, and in our team members, board, and volunteers.

CTC has grown to become a national leader in professional Theatre for Young Audiences and is recognized for the breadth and strength of its programs. We are dedicated to creating vibrant and engaging professional theatre experiences on the stage and in the classroom.

WHAT YOU'LL DO...

Our Special Events & Volunteer Manager is an energetic, passionate, organized and creative project and people operations manager. You will take the lead in executing special events that align with CTC's mission, core values, and strategic plan. For the 2024-25 Season, the two largest special events are Winter Wonderland and the annual gala. Our holiday Winter Wonderland Shop is a five-day event in which children up to 12 years old are invited to choose pre-wrapped holiday gifts at an affordable price for their loved ones. This event requires yearlong engagement of volunteers to wrap and prepare gifts, including corporate groups who may also be corporate donors/sponsors. In addition, we engage volunteers for the event to serve as shoppers' helpers and cashiers.

You will also collaborate with our talented production, education, and community outreach teams to create dynamic, inspiring experiences that motivate our prospects and donors to make transformational gifts.

Special Event Management

  • Create, design, and execute special events that engage, excite and immerse attendees, volunteers, and sponsors in the work and mission of the Theatre.
  • Coordinate and manage pre-event logistics such as the planning, implementation, internal/external communications, RSVP/guest lists, and execution. This includes establishing and maintaining an event database with all pertinent event data.
  • Collaborate closely with the Director of Development to manage, plan, implement, and execute post-event strategy for all CTC's special events. This includes creating and implementing a strategy to cultivate and steward prospects and event attendees into major donors.
  • Solicit, in partnership with the Development Team, and fulfill event sponsorships and associated benefits, including in-kind donations.
  • Develop, manage, and report all event budgets.
  • Collaborate with the Marketing and Communications Department to produce event materials, collateral, and promotions.
  • Support ancillary third party and community partner events approved by Director of Development.
  • This position is a key member of the Development Team, providing support and assistance as needed.
Volunteer Coordination
  • Serve as the first point of contact for volunteers, connecting individuals and groups to specific volunteer activities throughout the Theatre.
  • Assist the production, marketing, education and front-of-house departments with preparation, management, and administration of volunteer activities, recruitment, outreach and stewardship.
  • Manage the accuracy and integrity of our Bloomerang volunteer database. Serve as the first point of contact for volunteers' questions and troubleshoot for users.
  • Recruit, engage, assign and manage volunteers for all special events while leveraging and growing key volunteer relationships.
  • Cultivate and maintain positive relationships with volunteers, stakeholders, community partners, corporations, foundations and other constituents through active communication, timely responses to inquiries, positive energy, and a spirit of collaboration.
Requirements

TO BE SUCCESSFUL IN THIS ROLE...
  • You are energetic, enthusiastic, goal driven, unflappable under pressure, and can strike a balance between juggling all the details and executing them successfully.
  • You are proficient in using Google Workspace and Microsoft Office apps and donor/volunteer CRMs. You are driven to find ways to use technology for efficiency and effective administrative work, event management and volunteer coordination.
  • You are an organized, detail oriented, and strong project manager, with solid administrative and leadership skills. You are at your best when working on a variety of projects simultaneously.
  • You are able and excited to identify problems and find quick, effective and useful solutions.
  • You thrive in a fast-paced, collaborative environment. As an active and compassionate listener, bridge builder, and organized events and volunteer coordinator, you are committed to providing experiences that excite and engage patrons and volunteers in our work.
  • You are people-oriented with the ability to motivate others. Receptive to new ideas, you can develop, nurture, and leverage authentic relationships within and outside of the organization.
  • You are an extraordinarily effective communicator.
  • You are available and willing to work occasionally on nights and weekends.
  • You are excited to lead through a lens of equity, cultural awareness, and sensitivity.

EDUCATION/EXPERIENCE

B.A. degree or a combination of significant professional event planning experience and education. Special consideration for individuals who also have experience in nonprofit events coordination.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may at times lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel. The employee is frequently required to stand; walk; reach with hands and arms and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

This job description is not meant to be an all-inclusive statement of every duty and responsibility that will ever be required for this position. Other duties may be assigned.

We recognize theatre as a means of holding up a mirror to society, and that all people's race, ethnicity, culture, background, and beliefs should be celebrated and reflected onstage, on staff, and in the audience. Employment opportunities are available to all, without regard to race, religion, color, national origin, gender, veteran's status, age, marital status, sexual orientation, or disability. In addition, we will endeavor to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Salary Description

$44,000 annually