601 West Temple Street
POSITION TITLE: Special Events Coordinator
REPORTS TO: Associate Director of Special Events
WORK SCHEDULE: Full-Time
Center Theatre Group is one of the largest, most influential theatre companies in the country by virtually every measure. Over the past 50 years, we have entertained millions of audience members and produced some of the most important shows of our time, many of which have been World premieres and have gone on to award-winning Broadway runs and beyond. At the Ahmanson Theatre, Mark Taper Forum, and Kirk Douglas Theatre, we produce and present the broadest range of theatrical entertainment in the country. Over the past decade, we have commissioned 65 shows and produced 40 World premieres, making us one of the nation’s leading producers of ambitious new works. And our robust education and community programs have long embedded us in the rich culture of Los Angeles. Center Theatre Group strives to make Los Angeles a theatre destination for audiences and artists from around the world—and to make a major impact on the city.
The 180+ full- and part-time staff members who make all this possible are passionate about this place and their work. Whether it’s pre-show gatherings and Staff Nights at our theatres, meet-and-greets with cast and crew, or our annual holiday party, our staff is engaged with the art and one another. Center Theatre Group commits to creating a safe space where the values of diversity, equity, and inclusion permeate all levels and all aspects of our work. We aim to attract, nurture and retain staff in a supportive home where we can be our best selves. We celebrate our commonalities and embrace our differences in order to ensure that everyone has access to our work onstage, behind the scenes, and in the community
The Institutional Advancement Department (IA) is crucial to the success of Center Theatre Group, with responsibility for raising 35% of the revenues each year and supporting the work of the Board of Directors. As such the IA Department is at the core of communicating the Company’s mission and building a broad base of community support. Under the 18-year leadership of its Director, Yvonne Bell, the department has a remarkable track record of success. Center Theatre Group is now in the quiet phase of a Capital Campaign, which includes a new building to house all operational and rehearsal activities.
The Special Events Coordinator plays a primary role in coordinating events that inspire and engage donors, and that support CTG’s institutional goals. The position is specifically responsible for the success of CTG donor benefit events, and for supporting the Center Theatre Group Affiliates.
- Works closely with Institutional Advancement staff in managing donor cultivation events that have been promised as part of their donation recognition.
- Works with Associate Director of Special Events to coordinate Opening Nights for the organization.
- Assists in the organization of major fundraising events. Duties include gift entry, generating timely acknowledgement letters, assisting with invitation mailings, and other tasks as needed.
- Coordinating Institutional Advancement staff at donor events, and ensuring Institutional Advancement staff meet their event attendance requirements.
- Responsible for maintaining and distributing the Donor Events Calendar on a monthly basis to all CTG staff, select Board members and volunteers. Ensures donor events website is updated regularly.
- Send regular Institutional Advancement Needs memos to update Institutional Advancement, Artistic, and Management staff on requests for artists.
- Tracks and manages donated wine for events, and other in-kind donations as needed.
- Ensures that printed materials for events are routed through appropriate approval process and meet print deadlines.
- Prepares and organizes meetings pertaining to events.
· Acts as staff liaison with Center Theatre Group Affiliates (CTG-A) board and membership including: ensures CTG-A events are successful, updates CTG-A listing in Performances and other lists, regularly attend CTG-A meetings and events, ensures appropriate CTG staff attendees at CTG-A meeting/events and ensures that agenda items are communicated with necessary staff in advance, facilitates requests of artists and special guests at CTG-A functions, maintenance of CTG-A Tessitura accounts, and works with senior staff to ensure all CTG-A fundraising activities are successful.
· Prepares check requests and invoices for event vendors and tracks all event expenses, reporting to the Associate Director of Special Events.
- Regularly attends department, CTG-wide, and other meetings as necessary to perform the functions of the job.
- Ensures that all printed materials are well-written and proofed including but not limited to letters, proposals, invites, mailing lists, reports.
- Evidence good work habits including but not limited to being on time, following CTG workplace policies, arriving prepared for meetings and events, being responsive and following through on all donor, supervisor and staff requests.
- Exhibits appropriate phone, email and in-person etiquette, and responds to phone and email messages in a timely fashion.
- Exhibits a positive attitude in relation with donors and fellow staff.
- Works as a team member with the entire Institutional Advancement staff on all department events and activities, working a minimum of 12 events each year.
- May contribute to donor communications efforts by drafting articles or recommending and providing information for articles to the CTG Communications Department, as well as taking photographs or shooting video at donor events.
- Other duties as assigned.
CTG provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are expected to be familiar with and adhere to Center Theatre Group’s Personnel Policies and Procedures.
- Four years of college from an accredited college or university, or equivalent work history preferred
- One (1) to three (3) years of special events experience in a non-profit institution
- Proficient in Microsoft Office applications
· Comfortable with database systems
· Excellent communication skills, both verbal and written
· Ability to effectively multi-task, shift priorities, and meet deadlines
· Exceptional customer service standards
· High ethical standards
· Ability to work evenings and weekends.
· Must be able to easily travel to, within and around a variety of locations, both interior and exterior for meetings, events and other job-related activities
· Must be able to effectively and efficiently operate office equipment, including telephones, copiers, fax machines, computers, etc.
· Must be able to lift and carry 20 pounds (i.e. reports, programs, brochures, etc.)
· Must have own transportation to attend meetings and events off site.
· Preferred: Experience in Tessitura database.
· Interest in theatre arts a plus
All employees are required to pass a background check.
The position will receive a competitive compensation.
CTG also offers a comprehensive benefits package including retirement plan options; escalating vacation, paid sick, personal days and holidays; and health benefits including medical, dental, vision, flex spending accounts, employee assistance program, and life and long-term disability insurance.
Minimum Education Required
How To Apply
Sell yourself by writing a cover letter that describes why you’re the best person for this job.
Send resume and cover letter along with salary desired to: email@example.com. Please be sure to include the position title in the subject line of the email. Due to heavy volume of resumes received, emails that do not include the job title in the subject line of the email may not be considered.
In your cover letter, please indicate how you became aware of this position, e.g., name of website, current employee, via another source.
NO PHONE CALLS PLEASE. We will contact qualified individuals to set up interviews.
Center Theatre Group is an equal opportunity employer and does not discriminate against any applicant on the basis of race, religion, sex, sexual orientation, gender identity, marital status, color, ancestry, disability, age, national origin, pregnancy, veteran/military status, genetic information or any other basis prohibited by law. CTG will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance. We support, promote and embrace a diverse workforce.