Event and Hospitality Coordinator

TITLE: Events and Hospitality Coordinator


STATUS: Part-Time (Starting April 15), then Full-Time, In-Person, Seasonal, April 16-August 28

LOCATION: April 1 (Remote), April 16- September 4th (In-Person)

REPORTS TO: Events, Hospitality and Campus Rentals Manager

DEPARTMENT: Events

WORKS WITH: Production Department, Philanthropy, Events Team, Seasonal Staff & Interns, Dining Vendor

COMPENSATION: Part-time Hourly $21-$23.75, Full-Time Weekly $850-$1,425 per week

SCHEDULE SPRING: Business Days/Hours scaling from 30 part time/60 hours/full-time per month

SCHEDULE (SUMMER ONLY): Six (6) Day work week averaging 45-55 hrs May-August


BENEFITS (SUMMER ONLY): housing, three meals a day, and free access to classes, performances, talks, and studio usage

POSITION OVERVIEW

Jacob's Pillow seeks a seasonal Events and Hospitality Coordinator to join the Events Department, reporting directly to the Events, Hospitality and Campus Rentals Manager. Key responsibilities include supporting the planning, coordination and execution of on-campus events for rental, fundraising, and outreach goals of the organization; Assist with research and cultivate rental opportunities, as well as guiding the implementation of all food service amenities, and providing administrative support to the efforts. Other duties as assigned that relate to departmental efforts.

Shifting priorities and needs will impact the responsibilities' day-to-day focus, with many high-profile activities occurring during the Festival. They include the Café Tasting, daily management of the staff dining hall, annual Gala, the Opening Week Festival, late-night dance parties, and various departmental internal events.


A successful candidate will have a passion for the arts, a strong background in events or catering, a willingness to collaborate, strong attention to detail, and the ability to create memorable experiences for everyone who comes onto our campus.

RESPONSIBILITIES:

Event Execution

• Coordinate and execute seasonal events, including planning, set-up, breakdown, on-site support, and debriefs.

• Ensure all event logistics are in place, including rentals, run-of-show, catering, signage, and venue preparation.
• Provide on-site event support, managing setup and breakdown logistics, guest coordination, and troubleshooting as needed.
• Work closely with various Pillow departments to align event execution with organizational goals.
• Coordinate staffing and operations for fall season rentals including weddings, residencies and housing.

Vendor and Dining Coordination

• Serve as the secondary point of contact for the Food and Beverage vendor, ensuring seamless communication and operations for three public, one in-house dining venue, and 2-3 pop up bars during the summer season.

• Communicate and track staff and guest feedback regarding food and beverage services to the Events, Hospitality and Campus Rentals Manager.
• Oversee Stone Dining Hall operations and F&B Vendor to ensure delivering contractually agreed upon standards, such as tracking dining volume, allergies, and schedules for staff meals.

Administrative Support

• Lead weekly meetings with F&B, including being informed on agenda items and following up on action items.
• Maintain an up-to-date vendor database, track communications, and monitor and triage departmental emails.

• Organize and maintain event and F&B calendars.
• Track dining volume, allergies, and schedules for staff meals.
• Create materials such as menus, eatery signage, buffet signage as needed.
• Liaise with the marketing department to assist rental and dining details updates are reflected on The Pillow's website.
• Collaborate with Marketing and Food & Beverage vendors by monitoring and updating online listings (e.g., Yelp, Google, Social Media) to ensure operating hours, menus, and service details are accurate and consistent.
• Follow up with rental leads and schedule meetings in the fall season.

REQUIRED QUALIFICATIONS

• 3-4 years of related experience in hospitality or event coordination;
• Proven ability to manage multiple projects with precision while meeting deadlines.
• Highly organized, detail-oriented professional.
• Strong interpersonal and written and oral communication skills.
• Able to work independently and collaboratively.
• Proficiency with Google applications such as Microsoft Office, Gmail, Google Docs, and Google Sheets.
• Valid driver's license required - assist with driving, running errands, and attending off-site events.
• Sense of humor.

PREFERRED QUALIFICATIONS

• Experience working in a nonprofit or performing arts setting is a plus.
• Passion for food and beverage service.
• Familiarity with of Prism and graphic design tools like Canva.
• Multilingual skills are a plus.

SKILLS & QUALITIES

• Demonstrates cultural competency and the ability to interact effectively with a diverse range of staff, artists, and guests. Actively applies Inclusion, Diversity, Equity, Accessibility, and Belonging principles to operationalize a welcoming and equitable environment.
• A creative, solutions-oriented thinker in a dynamic environment.
• Possess both a positive flexibility and adaptability to manage last minute changes.
• Strong project management skills with a keen eye for accuracy and attention to detail.
• Helps identify practical solutions to challenges with a positive and empathetic mindset.
• Be prepared and willing to take on additional duties as assigned that fall within the scope of this role's responsibilities.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Office setting: Remaining in a stationary position for extended periods of time in a shared working space with others in close proximity; walking with intention throughout a campus.
• Working long hours with frequent interruptions.
• Ability to work evenings, select late nights, and weekends.
• Working regularly outdoors in all weather conditions, including inclement weather.
• Working regularly in wooded areas with exposure to native wildlife, including, but not limited to, rodents, ticks, and mosquitos.
• Lift up to 25 pounds and move objects across campus, up to 25 pounds, with or without assistance, such as tables, chairs, and event supplies.

*Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they fulfill an average of 60% of the criteria, but women tend to apply only if they meet 100% of them. Yet, people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. So, whether you're returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.

APPLICATION PROCESS

Video and/or audio applications are welcome (though not required), in addition to written expressions of interest.

Interview Stages: Candidates can expect to engage in up to three rounds of interviews, the first sessions will be held on Zoom.


Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.

Accessibility Accommodations: Should you require any accommodations to facilitate your application, please don't hesitate to reach out to us at View email address on click.appcast.io. We are committed to providing support throughout the application journey, whether that's through email, a phone conversation, or a video call.