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Special Events Coordinator

2 months ago

Washington, United States John F. Kennedy Center for the Performing Arts Full time

About The Kennedy Center The Kennedy Center is the nation's cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Mission Statement:

As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. Why Join Us We offer a comprehensive range of benefits to all full-time employees including: Staff offers for discount tickets Retirement plan with organization matching (after 1 year of employment) Qualifying employer for the Public Student Loan Forgiveness Program (PSLF) Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA) Annual Leave, Sick Leave, and Personal Days available immediately upon hire 11 paid holidays per year Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA Flexible work arrangements We like to have fun Check out theKennedy Center National Dance Day 2023 staff video Job Description The Development Office at the Kennedy Center is a vibrant, dynamic, and creative group of over 90 professionals responsible for finding new, creative, sustainable, and efficient ways to meet or exceed the institution's over $80M annual contributed income goal. These funds support the organization's extraordinary programming-world class performances on our many stages at the Kennedy Center in Washington, D.C.; local, regional, and national education programs reaching students, teachers, families, and budding artists; and community-driven social impact programming that upholds the legacy of President Kennedy in our role as his presidential memorial. The Special Events team directs and manages all Office of Development events, including fundraising and benefit-fulfillment events for the Kennedy Center, National Symphony Orchestra, and the Washington National Opera. At the direction of the Special Events Manager, Leadership Events and in collaboration with the Special Events Assistant Manager, the Special Events Coordinator is responsible for administrative and logistical coordination relating to management and execution of donor benefit events. Working in partnership with the Individual Giving, National Symphony Orchestra, and Washington National Opera development teams, this role supports events with the Kennedy Center Board of Trustees, the President's Advisory Committee on the Arts (PACA), the National Committee for the Performing Arts (NCPA), the Kennedy Center International Committee on the Arts (KCICA), the National Symphony Orchestra Board of Directors and National Trustees, and the Washington National Opera Governance Board. The successful candidate must have exceptional communication and customer service abilities and feel confident under significant pressure. The Coordinator should exhibit exemplary project management skills. They must exercise discretion in order to prioritize assignments as many projects are time sensitive, have concurrent deadlines, and directly impact the Kennedy Center's donor base. Therefore, the successful candidate is also highly organized and able to meet all stated deadlines. Unfailing attention to detail, sensitivity to potential difficult situations, and ability to communicate and problem solve with a positive attitude is extremely important. Principal Functions of the Job Leadership Event Support Project manage and execute NSO and WNO board events, including managing all facets of the event process including planning and implementation timelines, and serving as onsite coordinator Manage all logistics requests, including gathering all vendor details from the leadership events Manager and Assistant Manager, creating and distributing logistics briefings, and managing day-of logistics questions from various departments across the organization. Manage printed materials for leadership events, including creating deadlines, submitting requests, and project managing the delivery (envelopes, menus, all other printed needs) Create staffing signups for leadership events and manage the staff on-site, answering staff questions. Support the Assistant Manager in all aspects of guest management, including RSVP tracking, assisting with dinner seating, and printing dinner place cards. Fully support Special Events Manager in logistics and event execution of committee activations during Signature Event weekends. Donor Benefit Events Event Management Manage all facets of the event process including planning and implementation timelines for small to medium scale benefit events (under 150 guests) Work collaboratively with key stakeholders for benefit events to identify format, inventory and capacity, and location, to create design concept, and to manage the overall guest experience. Work with internal and external vendors to create innovative event concepts, inspired menus, and unique designs aligning with industry trends. Design minute-by-minute logistics of the event such load in/out, set up, deliveries, vendor time management. Donor Communications & Guest Management In partnership with Assistant Manager Comms teams, develop a comprehensive communication calendar for each benefit event. Adapt this calendar to each event and ensure materials are developed and delivered in a timely manner. Work in partnership with the Communications team to draft compelling copy for invitation materials, website assets, email communications, and print materials. Ensure all materials are reviewed and approved by all stakeholders in a timely manner. Establish invite email lists and maintain accurate guest lists for follow-up communication. Coordinate registration procedures, track RSVPs and process event payments. Manage event email inboxes and ensure timely responses to donor inquiries and RSVPs. Budgeting Ensure all event expenses are recorded and paid in a timely manner and remain within budget guidelines. Teamwork: Work collaboratively with the Special Events team to maintain a healthy, professional, and vibrant working relationship within the office and across the institution. Support new ideas and creative development of events under supervision of the Director or Special Events Additional: Other duties as assigned. Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner. Adheres to all employer policies and procedures. Education/Experience Minimum 1.5 years' experience in event management Minimum 1-year high-level customer service or donor-facing experience College degree or applicable professional experience. Proficiency in database management, Microsoft Office Suite, and other computer skills, as required. Experience with Tessitura or CRM database strongly preferred. Minimum Skills and/or Knowledge Required Investment in the Kennedy Center's mission. Interest in arts, culture, and arts education is ideal. Experience navigating large, complex organizations, and collaborating across teams to achieve shared goals. Exceptional written and verbal communication skills. Exceptional project management and organizational skills. Work independently and in a collaborative team environment with ease. Ability to deliver results while managing competing priorities under tight deadlines. Professional, resourceful, collaborative, and organized worker. Ability to work independently and as a team player, to take initiative and prioritize multiple projects. Willingness and ability to regularly participate in evening and weekend events.

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