Donor Relations & Events Coordinator

HUNTINGTON THEATRE COMPANYPOSITION DESCRIPTIONPOSITION: Development AssociateDEPARTMENT: DevelopmentFT or PT: FTCLASSIFICATION: HourlySCHEDULE: Weekdays with some evening and weekend eventsSTATUS: Non-ExemptREPORTS TO: Events & Engagement OfficerSTATEMENT OF JOB:The Development Associate will provide broad support for the Development Department in an administrative capacity. This is a front-facing role that will have numerous interactions with donors and board members via phone and email, as well as in person at events. This role will have responsibility for providing key support to the Events & Engagement Officer in the planning and execution of the theatre’s annual spring Gala as well as Opening Nights and other cultivation and stewardship events.JOB DUTIES:Serve as a main point of contact for donors and board members and respond promptly to all inquiriesProvide concierge ticketing to donors and board members; liaison with Ticketing team to ensure timely and accurate responses to donor requestsServe as the departmental point person for 7-8 Opening Nights per year: facilitate ticket purchases and exchanges, collect payments for pre-show dinners, develop seating charts for dinners and shows, and collaborate with other departments (Artistic, Company Management, Press/PR) to ensure optimum seating for all constituentsWorking with the Events & Engagement Officer, coordinate details for the annual spring Gala with duties to include: RSVP management and donor communication, auction item fulfillment, online auction site preparation, tribute program book advertisement sales assistance and advertisement preparationSend invitations and collect and manage RSVPs for 10-20 events per yearAssist with event planning and execution, including greeting donors, distributing tickets and communicating with vendors, in addition to occasional set up and breakdown dutiesWorking with the Development Communications& Board Relations Specialist, help execute departmental mailings of invitations, donor appeals, acknowledgements, and stewardship materials, including working with major gift officers, executive leaders and board members to personalize communicationsSupport donor stewardship processes such as notes on seats and fulfillment of donor benefitsAssist with The Hunt, the Huntington’s young donors program, coordinating, preparing for and participating in meetings and events, and assisting with donor cultivation, solicitation, and stewardshipUtilize the Tessitura database, adhering to high standards of data accuracy, consistency, and efficiencyCross-train in areas such as gift entry, list pulls, donor research, etc. so as to serve as a backup for short-term staffing vacanciesCreate and maintain departmental calendar to track planned time off, events, mailings, deadlines, and other relevant informationManage calendar of board member life events, i.e. birthdays/anniversaries and facilitate appropriate communicationsAssist with various projects on an as needed basisREQUIREMENTS:1-2 years of experience working in a professional office environment, preferably in the non-profit fieldStrong interpersonal skills with the ability to work comfortably and effectively with varied constituents including board members, donors, and prospects.Excellent writing, organizational and information-gathering skillsAbility to manage time and multiple deadline-oriented assignments and projectsAbility to work effectively both individually and as a strong team memberMeticulous attention to detail; excellent written and verbal communication skillsGood judgment and ability to handle confidential information with discretionExperience using donor relational databases (Tessitura preferred), as well as strong knowledge of Microsoft Word, Excel, PowerPoint and OutlookA good problem solver—can assess problems quickly and resolve issuesPrior development experience and/or work with performing arts groups or a theatre is a plus #J-18808-Ljbffr Huntington Theatre Company Inc