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Coordinator, Special Events

Posted by
Park Avenue Armory
|
New York, NY
New
|
Published 22 days ago

PARK AVENUE ARMORY 

Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling artists to create and audiences to experience epic and adventurous presentations that cannot be mounted elsewhere in New York City. 


POSITION DESCRIPTION 

Working in conjunction with the Armory’s Associate Director of Special Events and the larger Development team, the Coordinator, Special Events helps to plan and execute high-end events for major donors, sponsors, and members of the Armory, most importantly the high-profile annual Gala that hosts 700 donors. This position is a full-time role with their own book of events, and primary responsibilities include event execution, identifying project needs, managing deadlines, and building strong relationships with donors and other stakeholders. 

 

The Coordinator is part of a small but entrepreneurial Special Events team, which manages and supports opening nights and events for member groups and artists, the annual Gala, Snowflake Lounge, the Luncheon Series, and benefit dinners.  

 

The Coordinator reports to the Associate Director of Special Events, and takes direction from the Director of Development and the Chief Development Officer, in addition to working closely with the Development team, consultants, and senior staff. 

 

RESPONSIBILITIES 

Event Coordination 

  • Support Development team in the production and coordination of Armory events, which include opening nights and events for member groups and artists throughout productions, the annual Gala, Snowflake Lounge, the Luncheon Series, and 1-2 benefit dinners per year 
  • Lead event management and execution on Avant-Garde young member events and Corporate Sponsor events 
  • Process gifts, acknowledgement letters, and maintain event information, including financial reports, budgets, guest lists, seating lists, and seating materials 
  • Assure accurate tracking of event data, including but not limited to mailing lists, attendance lists, seating assignments, and program listings 
  • Assist with all aspects of event coordination, including logistics, entertainment, décor, production, menu planning, auction items, and gift bags 
  • Assist in creating event print schedules and printed materials, including invitations, programs, signage, name tags, seating cards, etc. 
  • Manage event correspondence, including documents, mailings, and emails 
  • Serve as liaison for onsite event activity, including management, production, load-ins, and close-down 
  • Build and maintain professional relationships with the top caterers and event vendors operating in New York City 
  • Provide full range of administrative support for events, including preparing and submitting event check requests, archiving event materials, managing storage and inventory of event supplies, and shipping 
  • Evening and some weekend work is required, including staying onsite for the duration of events 
  • Perform other event coordination duties and tasks as needed and assigned. 

 

Fundraising and Development 

  • Work with the Associate Director of Special Events to reach overall fundraising goals for the Special Events team  
  • Maintain department calendar and coordinate event scheduling with other departments, including operations and programming  
  • Perform other fundraising and development related duties and tasks as needed and assigned. 


QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential function to a high professional standard. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

  • Bachelors degree in arts or related field, or equivalent experience in special events  
  • 1 - 3 years’ experience in non-profit fundraising events or non-profit development, preferably in creative and dynamic settings 
  • Excellent organizational skills and attention to detail 
  • Ability to juggle multiple priorities and projects in a fast-paced environment with tight and changing deadlines 
  • Ability to take initiative and work proactively 
  • Outstanding interpersonal skills and ability to work collaboratively and productively on a team  
  • Excellent written and verbal communication skills 
  • Sound judgment, professionalism, and discretion in handling confidential information and sensitive matters. 
  • Strong proficiency in the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint, as well as in internet research; Tessitura experience preferred 

 

PARK AVENUE ARMORY 

Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    May 3, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Entry level

Location

Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
643 Park Avenue, New York, NY 10065, United States

How to Apply

All applications should include a resume and cover letter, including salary requirements, and be emailed to HR@ARMORYONPARK.ORG with “Special Events” in the subject line. Only applications submitted in this format will be reviewed. No phone calls, please. 


Park Avenue Armory is an Equal Opportunity Employer and committed to building a culturally diverse staff. Applications from all interested candidates are strongly encouraged.  

All applications should include a resume and cover letter, including salary requirements, and be emailed to HR@ARMORYONPARK.ORG with “Special Events” in the subject line. Only…

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