Event Coordinator

4 weeks ago

Scottsdale, United States Scottsdale Cultural Council Full time
Who we are:

Scottsdale Arts was established in 1987 as a private, nonprofit 501(c)(3) and has evolved into an organization with six dynamic operating departments that span the visual and performing arts, arts education and cultural engagement. Through its six departments, Scottsdale Arts offers diverse, high-quality arts experiences to hundreds of thousands of Scottsdale residents and visitors annually in addition to fostering the active engagement of government, business, education, and the private sector in the arts.

What we offer:
  • Great company culture. Flexible and remote work available, we embrace work/life balance, DEIA is part of our strategic plan, opportunities to make meaningful change, employee recognition program,
  • Making an Impact. Everything you do, each day makes a difference in our community.
  • Location. Located in heart of downtown Scottsdale, access to Scottsdale Civic Center, old town galleries, local restaurants, live venues and more.
  • Rest and relaxation. Paid vacation, 9 Paid Holidays + 5 Floating Holidays
  • Benefits. Medical and dental - 90% of employee premium paid by Scottsdale Arts and 70% of dependent premium paid by Scottsdale Arts. Vision, Disability, Life Insurance, FSA Account, 401K with employer match, Pet Healthcare, Gym Membership, Reciprocal membership with NARM and Local arts and culture organizations + 1 membership to share, Discounted tickets to events.
  • Opportunities for Growth. Mindset of internal growth and advancement.

Summary:

Responsible for support to events, rentals and festivals including guest care, administrative tasks, coordination and planning, adaptive response to needs for both internal and external guests in support of organizational mission.

Important Details to Know:

•Compensation: $20.00-23.00 Per Hour DOE

•Shift/Hours: Full Time, must be available to work evenings and weekends as needed

•Job Type: Non-Exempt

•Location: Scottsdale, AZ

If you need assistance or accommodations during the recruitment process please reach out to us at Recruiting@scottsdalearts.org

Here is what you will get to do:

1. Event Assistance

a. As assigned, provides administrative support to Director of Events and Facility Rentals Manager to include:

-Coordinates with Ops and other departments on event details, layouts, etc.

-Ensures Event Pro and other programs/tracking sheets are updated with appropriate event information

-Works with vendors to verify event details and timelines, place order, etc.

-Participates in site visits with clients

-Works with City of Scottsdale departments to ensure accurate information flow

-Assists with post event wrap up where applicable

b. As assigned, serves as Event Representative during performances/rentals/events to include

-Set up of atrium or other spaces, pre-show theater walk-thru, post show activities to include receptions and signings

-Assess ADA seating accommodations for each show and adherence to the Americans with Disabilities Act (ADA) compliance during performances/activities

-Resolving onsite customer service issues/concerns

-Coordinating with onsite events, front of house and tech staff as necessary relating to theater and event activities, timing and details. Attending pre-function meetings.

-Responds effectively during emergencies, following protocols including evacuations.

-Support bar staff as needed

-Serves as primary point of contact for staff, patrons and event volunteers

2. Programming Support/ Food & Beverage:

-Serves as lead for all Event Pro oversight for department including calendar holds/firms, updates, cancellations and changes to details of events, including follow up with appropriate staff as needed.

-Compiles information from various departments for show information sheets.

-Attends meetings as department rep, may take minutes, distributes minutes, makes corrections as needed.

-Assists in the coordination of the Special Event Permits and Special Event Liquor Licenses as needed.

-Researches and supports programming events as needed or directed.

3. Performs other duties as required

Requirements

Here is what you will need to be successful:

1. Education: Bachelor's Degree preferred. Equivalent experience may be substituted for education.

2. Experience: Minimum of 2-3 years' related experience in administrative or event coordination for performing arts or large-scale community events. Strong customer service skills required.

3. Attributes:

•Strong organization skills and attention to detail, with an ability to multitask and prioritize effectively

•Excellent written and verbal communication skills; professional phone manner

•Must exhibit excellent judgment and flexibility

•Genuine interest in special events and the performing arts

•Proven track record in a fast paced, continuously evolving work environment with strong problem-solving skills

•Strong computer skills and proficiency in Word, Excel, PowerPoint, Outlook and database programs required

•Strong quantitative skills with some bookkeeping experience preferred

•Ability to read and interpret documents, write routine reports and correspondence

•Ability to add, subtract, multiply all units of measure, using whole numbers, common fractions and decimals.

•Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

•Ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form.

4. Work Environment: While performing the duties of this job, the employee is typically required to sit, but must also be mobile throughout the venue, festival grounds and at off-site film venues. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision. While performing the

duties of this job, the employee is occasionally exposed to outside weather conditions. Must be available evenings and weekends.

5. Other requirements:

•Must possess valid driver's license and driving record which is acceptable to the organization's insurance carrier.

•Must possess and maintain current Food Handler card

•Title 4 Basic Liquor Training

•Current certification in CPR/First Aid

Bonus if you can do the following:

Bilingual Strengths

Salary Description

$20.00 - $23.00/hr DOE

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