Event Coordinator & Music Academy Assistant

Event Coordinator & Music Academy Assistant

Pearl Arts is a dynamic nonprofit organization based in Fort Wayne, Indiana, dedicated to empowering youth and enriching the community through innovative, inclusive arts education. With a focus on music, entrepreneurship, and intergenerational engagement, Pearl Arts offers high-quality programming that includes a vibrant Music Academy, public performances, and creative initiatives like the Innovation Institute. Rooted in accessibility and impact, Pearl Arts builds meaningful connections between artists and audiences, fostering a cultural hub where creativity and community thrive.

The Event Coordinator and Music Academy Assistant is responsible for planning, organizing, and executing a wide range of events, from community gatherings and fundraisers to performances and workshops. This role requires exceptional organizational skills, creativity, and the ability to manage multiple priorities while helping Pearl Arts deliver memorable experiences that align with the organization’s mission and values. In addition, the role includes serving as a welcoming face of the Music Academy, providing front-line customer service and administrative support to ensure a positive experience for students, families, and visitors.

Key Responsibilities

• Event Planning & Execution

  Assist with the development of event concepts, timelines, and budgets that reflect the organization’s goals and community impact. Coordinate logistics as needed for the event.

• Stakeholder Engagement

  Provide support in working with performers, speakers, sponsors, and community partners to ensure seamless collaboration and shared vision. Communicate clearly with internal teams and volunteers.

• Marketing

  Assist in the creation of event materials, press releases, and social media campaigns. Assist with tracking RSVPs, ticket sales, and audience engagement for Pearl Arts events.

• Promotion

  Promote Pearl Arts and the various assets within the building through meetings, correspondence, tours, and other forms of marketing engagement.

• On-Site Management

  Assist with event setup, execution, and breakdown. Work with various team members and vendors to troubleshoot issues and ensure a welcoming, inclusive experience for all attendees.

• Front Desk Support

  Greet students, families, and visitors with warmth and professionalism. Provide information about programs, schedules, and registration.

• Communication & Scheduling

  Answer phone calls, emails, and in-person inquiries. Assist with scheduling lessons, managing calendars, and communicating updates to instructors and families, as needed.

• Community Engagement

  Foster a positive, inclusive environment that reflects the values of Pearl Arts. Serve as a connector between families, faculty, and staff.

Qualifications:

• Education: High school diploma or equivalent
• Experience: Previous experience in an administrative role is preferred; experience in a music, hospitality, event management or communications role is a plus.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with scheduling and invoicing software.
  • Basic knowledge of music and musical terminology is an advantage.
• Attributes:
  • Enthusiastic and passionate about providing great guest experiences.
  • Detail‑oriented and able to handle sensitive information with discretion.
  • Ability to work independently as well as part of a team.
  • A “can do” attitude, understanding that working as part of a start‑up organization will require being highly flexible, unflappable, and patient.

Pearl Arts, Inc. values Excellence;
Community Engagement;
Education;
Innovation;
Financial Sustainability;
Equality; and Collaboration.

This is a part time position (up to 30 hours per week) that will report to the Director of Operations. Afternoons, evenings and weekends are required.