Events Coordinator

Job Description

Job Description

Salary :

Summary / Objective :

Philadelphia Ballet Events Coordinator reports directly to the Director of Special Events and plays a key role in ensuring that Philadelphia Ballets events align with and advance the organizations mission of cultivating meaningful and inspirational philanthropic partnerships and experiences. In addition to providing internal event planning support, the Events Coordinator will assist the Director of Special Events with managing room rentals in the newly renovated facility.

Essential Functions :

Event Planning

• Assist in the day-to-day operations and logistics, supporting all elements of event planning, including but not limited to scheduling, timeline management, vendor logistics, tracking registration, updating budgets, planning and on-site execution.
• Develop and support event project plans, requests and timelines that provide adequate lead time for all internal and external stakeholders to plan, complete and deliver event requirements.
• Collaborate with Ballets communications team on design, production, and deployment of all event communications, including eblasts, invitations, programs, agendas, event signage.
• Develop and manage mailing lists in collaboration with Development team, track event participation, and additional event data and KPIs.
• Handle administrative tasks such as coordinating the processing of invoices, keeping inventory, scheduling meetings, and ordering supplies.
• In partnership with the Senior Associate, Development Services, support gift entry and other related database updates for special events, including reporting.
• Organize and prepare event materials including name badges, RSVP lists, seating cards, cue cards, stewardship and thank you gifts, and other event items as needed.
• Maintain a working relationship with vendors and venues; secure, prepare and modify event contracts as requested.
• Prepare event staffing plans, participate in event briefings and speaker preparation.
• Manage and update the Ballets Events calendar, ensuring spaces are booked, staff involved are copied and event details are documented.
• Manage on-site events with venue set-up, vendors, food and beverage, presentations, registration; evening work as assigned.
• Propose new ideas to improve the event planning and implementation process, be aware of current event trends, activations and experiences.
• Uphold and convey a shared understanding of event processes across departments.

Facility Sales

Other :

Expected Hours of Work : Regular business hours are Monday through Friday from 9 : 00 a.m. to 5 : 00 p.m. Evening and weekend work will be required as job duties demand.

Travel : Travel is primarily local during the business day, although some out-of-the-area and / or overnight travel may be expected.

Required Education & Experience :

Required Competencies :

Supervisory Responsibility : None

Work Authorization / Security Clearance : Must provide satisfactory background checks and child abuse clearances as may be required for role.

Must have a car and / or access to reliable transportation.

Must be able to lift 25-40 lbs., stand for extended periods of time and be willing to operate event equipment as needed i.e. hand trucks, pop-up and step-and-repeat banners.

Other Duties : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Statement : Philadelphia Ballet is committed to the principles of equality in employment. The Ballet complies with all applicable federal, state and local laws and Federal Executive Orders, and provides an equal opportunity in employment for all qualified persons. We prohibit discrimination in employment based on characteristics protected by applicable law, including race, ethnicity, creed, color, national origin, ancestry, citizenship status, religion, age, sexual orientation, gender, gender identify or expression, familial status, pregnancy, domestic or sexual violence victim status, disability, service in the armed forces of the United States, or an individuals status as a covered veteran.