Coordinator, Special Events

Coordinator, Special Events

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art PartnersAlliance Theatre, Atlanta Symphony Orchestra and High Museum of Artthere's a role for everyone at The Woodruff.

Reporting to the Director, Special Events, the Coordinator, Special Events plays a vital role in supporting the High Museum of Art's Special Events team through detailed administrative, operational, and logistical work. This position ensures the seamless behind-the-scenes execution of the department's major fundraisers including: The High Museum of Art Wine Auction, the Driskell Prize Gala, Paladin Dinner, and other stewardship and cultivation events as needed. The ideal candidate is highly organized, detail-oriented, collaborative, and encompasses strong written and oral communication skills.

What you will do:

Administrative (50%)

• Provide day-to-day administrative and logistical support for the Special Events team, including scheduling meetings, maintaining internal calendars, and office supply management.

• Support financial workflows for Special Events by processing vendor payments, filing invoices, and coordinating team related reimbursements and expenses in a timely and accurate manner.

• Pull customized financial and event-related reports as needed by the Special Events team, ensuring the accuracy and clarity of information for internal use.

List Management / Guest Communications (30%)

• Support guest list workflows by pulling and maintaining invitation lists in Tessitura and Excel.

• Coordinate aspects of digital and print invitation deployments and mailings as directed by event leads.

• Track RSVPs for select events providing professional, concierge style responses to donor inquiries and guest submissions.

• Serve in on-site event roles including check-in, guest wayfinding, and other assignments, ensuring a warm and welcoming experience for donors and special guests.

Event Production (20%)

• Support event leads with the planning and execution of donor-focused, mission-aligned events by coordinating logistics such as timelines, vendor communication, venue setup, and event prep and follow-up.

• Manage event materials and supplies, including maintaining inventory, and preparing necessary items for on- and off-site events.

• Assist the Manager, Special Events with volunteer coordination for select events by managing assignments, schedules, and communication to help ensure a seamless volunteer experience.

What will we expect of you:

• Strong administrative and organizational skills, including scheduling, calendar management, and office operations

• Proficiency in Tessitura and Microsoft Office for list management, data entry, and communication

• Ability to manage multiple timelines and priorities while supporting event logistics and production

• Experience in coordinating volunteer engagement and event material preparation

• Team-oriented, flexible, and able to collaborate effectively across departments

• Comfortable working evenings and weekends as needed for event support

Education and Experience

• Bachelor's degree in Hospitality, Arts Administration, Marketing, Communications, or other relevant disciplines

• Minimum of 23 years of professional experience in event coordination, fundraising nonprofit administration, or a related field

• Experience working with CRM or event management databases (Tessitura preferred) is highly desirable

• Equivalent combinations of education and experience will be considered

Language Skills

• Excellent written and verbal communication skills, with a concierge-style approach to guest and donor interactions

Mathematical Skills

• Must possess basic math skills, including the ability to calculate budgets, percentages, and quantities needed for event planning and execution.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 20 pounds at times.

What you can expect from us/ Benefits of working here

• Health Insurance

• Life and AD&D

• Dental

• Vision

• Short Term Disability

• Long Term Disability

• Flexible Spending Account

• Employee Assistance Plan

• 403b (with employer match!)

• Financial Wellness Program

• Public Service Loan Forgiveness Program

• Paid Time Off

• Paid Holidays (including employee's birthday!)

• Discounts and complimentary offers to visit the High Museum, Alliance Theatre and Atlanta Symphony Orchestra.