Coordinator, Special Events
- Reports To:
- Director, Special Events and Assistant Director, Special Events
- Full Time
Since 1891, New York's Carnegie Hall has set the international standard for excellence in performance, presenting exceptional concerts by the world’s finest artists on its three iconic stages, from orchestral concerts, chamber music, contemporary offerings, and recitals to jazz, world, and popular music. Complementing its performance activities, Carnegie Hall’s Weill Music Institute creates extensive music education and social impact programs that annually serve more than 600,000 people worldwide, playing a central role in fulfilling Carnegie Hall's commitment to making great music accessible to as many people as possible.
- Scope of responsibilities:
We seek a Special Events Coordinator who will assist in fundraising, event planning, and implementation for approximately four major fundraisers annually in Carnegie Hall’s season, as well as providing essential administrative support for the Special Events department. An integral member of a five-person team, this person should thrive in a collaborative atmosphere, while feeling comfortable taking ownership in their work and projects.
Responsibilities include but are not limited to: processing gift contributions daily, writing all donor acknowledgements, tracking and processing event expense invoices, implementing solicitations mailings, organizing gala dinner seating, and facilitating onsite preparations for each event. In addition, the Coordinator is responsible for managing the Tessitura database for Special Events, which includes preparing donor and leadership mailing lists, researching donors and ensuring donor records are updated, obtaining guest names and organizing calligraphy, tracking outstanding pledge payments, invoices, tax deductible receipts, and post-event analysis.
- Bachelor's Degree
- 1 year of internship or professional experience in fundraising, preferably in events and/or non-profit
- Ability to manage multiple projects simultaneously, understand how to prioritize workload, and be detailed-oriented in a fast-paced work environment
- Strong writing, editing, and interpersonal communications
- Computer and database skills needed including mail merges in Microsoft Word and familiarity in Microsoft Excel. Knowledge of non-profit software a plus (such as Tessitura or Raiser’s Edge)
- Some evening and weekend hours required
- Describe essential functions of the position and the percentage of time spent on each(Please be as specific as possible):
30% Gift entry for all fundraising events: Tessitura posting form and adjustments, Special Events module database entry, source codes and promotions, tracking outstanding pledge payments and preparing invoices, tax deductible receipts, any necessary reporting or grant application, and post-event analysis.
25% Donor Acknowledgements: Draft daily acknowledgement emails and letters, personalize confirmation emails to each Gala donor, prepare table and ticket buyer mailing with the gala invitation, post-event acknowledgements with tax deductible receipts, and leadership acknowledgement letters to their personal mailing list.
20% Guest name and dinner seating: Obtain all guest names, organize calligraphy, confirmation calls, table seating wheels, and organize event materials, in addition to facilitating onsite preparations for each event.
15% Gala solicitations: Prepare and organize donor and leadership mailing lists, research donors and ensure donor records are updated with accurate contact information, and implement save-the-dates, early reservation, and invitation mailings, plus assist with telemarketing follow-up calls. Work closely with Special Events Associate on implementing these solicitations.
10% General administrative support: Answer Special Events hotline and email and responding to patron inquiries; assist with meeting preparation materials; develop event fact sheets; track and process expense invoices; and perform other duties as assigned.
Carnegie Hall is an equal opportunity employer, committed to diversity and inclusion in the workplace. Decisions concerning employment are made on the basis of an individual’s qualifications to contribute to meeting Carnegie Hall’s needs, and Carnegie Hall is committed not to discriminate against individuals on the basis of race, color, national origin, citizenship, religion, sex (including gender identity, gender expression or status of being transgender), sexual orientation, marital status, familial status, status as a caregiver, status as a victim of domestic violence or sex offenses or stalking, criminal convictions (except where otherwise permitted by law), arrest record, credit history, pregnancy, age, mental or physical disability, veteran or military status, reproductive health decisions, or any other characteristic protected by law.