Job Description: Duties and Responsibilities
The role of the Special Events and Benefits Coordinator is to manage annual fundraisers, performance receptions, donor cultivation and stewardship experiences, and fulfill on corporate contracts.
• Manages Special Events
o Organizes and manages annual fundraising events (which currently include the Spring Soirée, Opening Season Dinner, Beer & Ballet, Nutcracker Teas and I CAN DO luncheon); manage invitation and RSVP process; evaluate fundraising events and its ROI.
o Coordinates annual donor stewardship events, including: Mr.C’s dinner, Chair’s Dinners, cast parties, intermission receptions, Director’s Pointes, In-Studio Rehearsals, Artistic Breakfast, and private donor events, when requested.
o Calendar all events and secure venues, catering, marketing, permitting, ticketing, decor and logistics. Execute all on-site event details ensuring smooth and organized event operation. This includes managing all setup and breakdown, train and direct event staff and volunteers, running the event and keeping it on schedule.
o Manage and maintain annual Special Events budget, ultimately meeting or exceeding specified revenue goals.
o Spearhead in-kind partners as it relates to support special events: venues, food and beverage, flowers, décor, etc.
o Schedule volunteers and communicate volunteer needs for all Special Event-related activities.
o Work closely with the Marketing Department to ensure appropriate material(s) are produced for events on-time and within budget.
• Supports Domestic and International Donor Tours
o Work with Chief Development Officer in designing and executing donor touring packages that include, but not limited to: travel itinerary, airfare, ground transportation, event tickets, donor experiences, etc.
o Manage donor communication for tour promotions and confirmation
o Manage donor tour budget to ensure financial goals are met.
• Fulfill Corporate Contracts
o Once corporate contracts are secured, fulfill on contractual obligations such as performance benefits sponsorships and complimentary tickets; confirm and update recognition in playbill, Front Row, website, on-site signage, etc.; work with marketing department to fulfill promotional benefits through print, electronic and social media.
o Support Corporate Industry Nights by executing outreach strategy and fulfilling on performance benefits.
o Track renewal dates for corporate contracts and work with Chief Development Officer to ensure all contracts are renewed in a timely manner.
o Design and manage a cultivation and stewardship plan for each current and prospective corporate sponsor, that could include hosting liaisons at performances, invitations to attend in-studio rehearsals, meet/greet artists, attend education and outreach programs, etc.
o Prepare and submit End-of-Event/Program/Season reports for corporate sponsors; all submissions within three-weeks upon the conclusion of the sponsored activity.
o Ensure all corporate sponsorships and in-kind donations are appropriately documented with signed contracts and accurate forecasts are reflected.
• Administrative support, as needed
• Delivery of Monthly Board Reports.
• Attend at least one of each Ballet West’s production.
• Be on-time to meetings and events; come prepared with a written agenda.
• Active participant in creating a dynamic culture – Trust, Respect, Listen, Follow through, On-time, Strong Communication, Clear Expectations
• Support the department’s culture of – Accountability, Ownership, Efficiency
• Must have car and valid driver’s license.
• Four-year college degree in Events Management or related field or equivalent experience
• Some obligation for working weekends and late nights to manage events.
Location: Salt Lake City