Overview

The Special Events Coordinator position is within the Development department of The Sarasota Ballet. This position works collaboratively with the Development team planning special events that are engaging, social, and informative.

We are seeking a passionate and skilled Special Events Coordinator with a proven track record of managing successful events, engaging donors, building relationships, and driving fundraising efforts.

Key Responsibilities

• Develop, plan, and execute a diverse range of events, including the annual fundraising Gala.
• Coordinate all aspects of event logistics, such as venue selection, catering, audiovisual equipment, décor, entertainment, and transportation.
• Collaborate with cross-functional teams to ensure seamless execution of events, adhering to established timelines and budgets.
• Build and maintain strong relationships with existing donors, patrons, sponsors, and potential supporters.
• Work closely with the marketing team to develop effective event marketing campaigns, leveraging both online and offline platforms, including writing marketing pieces for events such as invitations and email communications.
• Ensure consistent branding and messaging across all event-related materials.
• Develop and manage event budgets, ensuring cost-effective execution without compromising the quality and impact of events.
• Monitor expenses, track financial performance, and provide regular updates to the Development Director.
• Conduct comprehensive evaluations of events to assess their success, gather participant feedback, and identify areas for improvement.
• Prepare post-event reports that include key performance metrics, financial analysis, and recommendations for future events.
• Oversee Patron Programs, ensuring donors are accurately recognized, informed, and engaged.
• Manage a portfolio of prospects for the annual fundraising Gala.
• Assist with maintaining cultivation lists to ensure that prospects are identified and cultivated through special events and activities.
• Other duties as assigned.

Qualifications

• Proven experience in event coordination, donor engagement, customer service, and/or hospitality.
• Bachelor’s degree preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.

• Positive attitude and ability to work independently and collaboratively.
• Excellent communication, interpersonal, and networking skills.
• Budget management and financial acumen.
• Experience with Microsoft Office 365 and Zoom.
• Experience with CRM platform Tessitura a plus.
• Experience with event planning software, such as PerfectTable, a plus.
• Flexibility to work evenings and weekends as required by event schedules.

The Sarasota Ballet values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran’s status, or any other protected category. The Sarasota Ballet is an equal-opportunity employer. Applications from populations underrepresented in the arts are strongly encouraged to apply.