Associate, Special Events

Associate, Special Events

New York City Ballet is one of the foremost dance companies in the world, with a roster of spectacular dancers and an unparalleled repertory. Founded in 1948 by George Balanchine and Lincoln Kirstein, New York City Ballet quickly became world-renowned for its athletic and contemporary style. Widely acknowledged for its enduring contributions to dance, New York City Ballet is committed to promoting creative excellence and nurturing a new generation of dancers and choreographers. The School of American Ballet is the official training academy of the New York City Ballet.

New York City Ballet seeks an enthusiastic and responsible Associate, Special Events to join a dynamic five-person events fundraising team. The Associate, Special Events reports to the Director, Special Events and supports the planning and execution of a diverse portfolio of fundraising and donor and corporate partner events. This position plays an integral role in creating memorable experiences that strengthen relationships with donors, patrons, and the broader ballet community while advancing the organization's philanthropic goals. Working collaboratively with colleagues across departments, the Associate provides event coordination, administrative support, and donor stewardship to ensure the successful delivery of events that celebrate and sustain the Ballet's artistic mission.

Major Duties and Responsibilities:

• Track fundraising progress, process event payments and acknowledgements, and handle guest management for Fall Gala and Annual Luncheon.
• Coordinate theater seating and ticketing logistics for the Spring Gala, working closely with the Box Office to manage inventory, ticket distribution, performance assignments, and troubleshooting patron ticketing needs.
• Draft event materials including benefit event pre-sale letters, invitations, and programs.
• Organizing mailings including managing mailing lists, facilitating design updates with NYCB Creative team, and coordinating print production and mail house distribution.
• Assist with benefit event fundraising efforts through donor outreach, sponsorship fulfillment, and stewardship activities.
• Collaborate with colleagues across Development and other departments to ensure seamless planning and execution of assigned events.
• Coordinate logistics for assigned events with vendors, such as caterers, rental companies, photographers, and musicians.
• Support onsite benefit event execution, assisting with registration, vendor coordination, guest hospitality, and troubleshooting.
• Orchestrate all aspects of the Patron Lounge operations including contract with Restaurant Associates, weekly logistics emails, bookings, room set-up, bar inventory, maintenance, and financial reconciliation.
• Manage Special Event's product inventory.
• Maintain the Development Department's events calendar and serve as the Development Department point person for the Master Calendar utilized throughout the Company and Theater.
• Organize cumulative 12-month Playbill listings for Special Event donors.
• Maintain accurate event and constituent records in Tessitura, ensuring timely updates and data integrity.
• Stay abreast of social and institutional calendars throughout New York City to avoid scheduling conflicts among peer organizations.
• Assist with office organization, end of year archiving, and facilitating new office systems for better efficiency.
• Check Special Events main telephone line, email, and distribution of mail, and provide general administrative support for the department as necessary.

Minimum Requirements:

• Bachelor's Degree required
• 1+ year(s) of professional work experience preferably in event planning or fundraising
• Must possess outstanding attention to detail, follow-through, and organizational skills
• Excellent written and oral communication skills, as well as diplomacy and excellent judgment
• Ability to multi-task, prioritize, and problem-solve in a fast-paced work environment
• Ability and willingness to work evenings and weekends as required for performances and special events.
• Advanced computer and database management skills knowledge of Tessitura a plus.

This is a full-time, non-exempt position and the hours of work are between 10 am to 6 pm weekdays.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive list 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.

Work Environment

While performing the duties of this position, the employee is frequently exposed to:

• Office setting
• Theater

EEO Statement

New York City Ballet is proud to be an equal opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, religion, age, national origin, sex, sexual orientation, gender identity or expression, marital status, citizenship status, disability, pregnancy, creed, genetic predisposition or carrier status, military status or veteran status, status as a victim of domestic violence, unemployment status, familial status, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history or any other characteristic protected by law.

Our Commitment to Diversity, Equity, and Inclusion

New York City Ballet, one of the foremost ballet companies in the world, pursues the highest levels of artistic excellence and innovation. Therefore, we seek to attract, retain, and cultivate the most talented dancers, musicians, designers, stage technicians, and arts administrators. To this end, we are deeply committed to creating and sustaining an organizational culture that values and reflects inclusion, equity and access for all. We are inspired by our founders, George Balanchine and Lincoln Kirstein, who envisioned an authentically American expression of ballet with a company that reflects the rich cultural diversity of this nation. In pursuit of their vision, we are committed to all by educating, developing, and supporting an organization that welcomes and amplifies the voices and lived experiences of everyone.