Ticketing & Auction Coordinator

Job Title: Ticketing & Auction Coordinator

Reports To: Ticketing Manager

Classification: Exempt / Non-Exempt

Job Type: Full-Time

Location: NYC Hybrid

This is a hybrid position that includes working from our Times Square office at least three days per week.

Broadway Cares/Equity Fights AIDS is the philanthropic heart of Broadway, bringing together the theater community and its audiences to help people across the country receive lifesaving medications, healthcare, nutritious meals, counseling and emergency financial assistance.

Job Summary:

We’re seeking a dynamic self-starter to join our Development team to coordinate, fulfill and expand creative fundraising opportunities. These include: the CareTix program, selling house seats and premium Broadway tickets; event ticketing; and in-person and online auctions. The Ticketing & Auction Coordinator will report directly to the Ticketing Manager and work closely with the Director of Development, Senior Development Officer and other members of the Development and Communications teams.

Duties/Responsibilities:

Ticketing:

• Writing copy for ticket buyer communication
• Setting up ticketed events in Donor Drive, including HTML coding of main pages and confirmations
• Managing comp tickets for events: gathering contact info, sending comp offers, fulfilling comp tickets, writing and following up on all communication with performers and production staff re comps
• Assigning and supervising will call staff/volunteers
• Daily administration of ticket tasks, including preparing tickets for will call/mailing, processing donations and payments, maintaining seating charts
• Assisting with Host Committee communication and data tracking
• Assisting with compiling and analyzing reports and ticket trend data
• Taking phone orders for event tickets and CareTix
• Requesting and processing house seats requests, including followup and administration
• General support for other ticketing tasks as assigned
• Tracking responses for special events

Auctions:

• Manage Broadway Cares’ auction program from planning through fulfillment, including the annual Broadway Flea Market & Grand Auction, online auctions throughout the year and one-time experiences
• Produce and coordinate the live auction portion of the Broadway Flea Market & Grand Auction, overseeing timelines, logistics, participants and materials to ensure a seamless event
• Build relationships with members of the Broadway community, publicists, and industry partners to solicit and secure auction items and experiences
• Manage the Auction Committee and track outreach, commitments, approvals and deadlines
• Oversee Charitybuzz postings
• Coordinate the fulfillment of auction items and experiences, including shipping, ticket delivery, scheduling experiences or meet & greets and on-site support for any in-person experiences that take place in New York City
• Serve as the primary liaison between donors and auction winners, cultivating relationships and identifying opportunities to deepen their support of Broadway Cares
• Cultivate relationships with auction winners to deepen and expand their support and identify potential major donors
• Coordinate one-time special experiences such as meet & greets or backstage tours as requests arise

Organizational Support:

• Maintain accurate records and event tracking in Raiser’s Edge/NXT and related systems
• Participate with the full staff in facilitating Broadway Cares’ Red Buckets fundraising appeals on Broadway and Off-Broadway, which take place evenings and on weekends for two six-week periods in the spring and fall
• Be available to participate in person at numerous evening and weekend events and meetings

The responsibilities listed above are not exhaustive and may evolve as the role develops. The individual in this position will also be expected to take on additional ad hoc tasks, responsibilities, and projects as assigned by the manager, adapting to the dynamic needs of the team and organization.

Supervisory Responsibilities: None

Required Skills/Abilities:

• Three to five years of experience in ticketing, patron services, special events, auctions or other non-profit fundraising related field
• Commitment to the mission of Broadway Cares/Equity Fights AIDS
• Demonstrated excellence in customer service/hospitality and/or concierge services
• Ability to discuss current Broadway productions and make informed recommendations
• Experience seating gala events
• Experience managing multiple projects simultaneously
• Strong interpersonal and relationship-building skills
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to remain calm, flexible, and solutions-oriented in fast-paced event environments
• Proficiency in Google Drive and Microsoft Office; familiarity with Raiser’s Edge/NXT, Donor Drive and Slack a plus. Understanding of basic HTML is a plus
• Personal drive, initiative and creative thinking
• Willingness to assist, support and do whatever needs to be done for all fundraising events and in the work environment
• An appreciation for theater and the performing arts
• An affection for dogs

Some of the benefits of working at Broadway Cares:

• Generous Vacation and PTO policy
• Defined benefit pension plan in addition to a 401K plan
• Health benefit plan that includes health, dental, vision, disability, and life insurance

About Broadway Cares

As the philanthropic heart of Broadway, Broadway Cares/Equity Fights AIDS harnesses the talent, energy and generosity of the theater community to make a difference far beyond the stages of Broadway.

From iconic Broadway events and in-theater fundraising campaigns to grants supporting nearly 500 organizations nationwide, Broadway Cares turns creativity and compassion into action.

Our work is rooted in the theater, but its impact reaches communities in all 50 states, Puerto Rico and Washington, D.C. Broadway Cares is the single largest financial supporter of the safety net of programs at the Entertainment Community Fund and, in times of crisis, provides emergency humanitarian assistance across the US and around the world.

What we do together makes a difference.

Why work for us? 

At Broadway Cares, you’ll be part of a small, collaborative team doing work with an outsized impact.

One day you might be helping bring an only-on-Broadway event to life and the next share the story of a local food pantry hundreds of miles from New York City’s Theater District. Our staff works alongside some of the industry’s most talented artists and professionals while raising and granting millions of dollars each year to help people when they need it most.

We value creativity, curiosity, collaboration and people who care deeply about doing excellent work. You’ll have the opportunity to contribute ideas, take ownership of meaningful projects and see the direct impact of what you help create.

Compensation:

$65,000-$75,000

The salary range reflects the experience and responsibilities outlined in this job description. We welcome candidates with a range of backgrounds and experience levels. If we determine that a candidate is better suited to a different level of the role, we’ll discuss adjustments during the interview process.

Broadway Cares/Equity Fights AIDS values a diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, religion, sex, national origin, age, disability, sexual orientation or gender identity. We are committed to creating a dynamic work environment that values diversity, equity and inclusion, respect and integrity for all.

• Generous Vacation and PTO policy
• Defined benefit pension plan in addition to a 401K plan
• Health benefit plan that includes health, dental, vision, disability, and life insurance