Donor Relations & Events Coordinator

HUNTINGTON THEATRE COMPANY POSITION DESCRIPTION POSITION:
Development Associate DEPARTMENT:
Development FT or PT: FT CLASSIFICATION:
Hourly

SCHEDULE:

Weekdays with some evening and weekend events STATUS:
Non-Exempt

REPORTS TO:

Events & Engagement Officer STATEMENT 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 s 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 inquiries

Provide concierge ticketing to donors and board members; liaison with Ticketing team to ensure timely and accurate responses to donor requests

Serve 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 constituents

Working 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 preparation

Send invitations and collect and manage RSVPs for 10-20 events per year Assist with event planning and execution, including greeting donors, distributing tickets and communicating with vendors, in addition to occasional set up and breakdown duties

Working 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 communications

Support donor stewardship processes such as notes on seats and fulfillment of donor benefits

Assist 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 stewardship

Utilize the Tessitura database, adhering to high standards of data accuracy, consistency, and efficiency

Cross-train in areas such as gift entry, list pulls, donor research, etc. so as to serve as a backup for short-term staffing vacancies

Create and maintain departmental calendar to track planned time off, events, mailings, deadlines, and other relevant information

Manage calendar of board member life events, i.e. birthdays/anniversaries and facilitate appropriate communications

Assist with various projects on an as needed basis REQUIREMENTS:1-2 years of experience working in a professional office environment, preferably in the non-profit field

Strong 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 skills

Ability to manage time and multiple deadline-oriented assignments and projects

Ability to work effectively both individually and as a strong team member

Meticulous attention to detail; excellent written and verbal communication skills

Good judgment and ability to handle confidential information with discretion

Experience 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 issues

Prior development experience and/or work with performing arts groups or a theatre is a plus
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