Part Time Event Coordinator

Position Title: Part Time Event Coordinator

Status: Part Time- November 1, 2025- March 31, 2026

Reports To: Special Events Manager

 Position Summary:

The Jacksonville Symphony Advancement Department raises funds through donations from individuals, corporations, foundations, the public sector, and special events to support artistic and educational programming and general operating expenses. The Event Planner will assist with the planning and execution of development events, for example our Platinum Donor Dinner, Gala Patron Party and Annual Symphony Gala, plus additional fundraising and stewardship activities. Key responsibilities include supporting event logistics, assisting with vendor coordination, helping manage guest communications and data tracking, and contributing to a seamless, welcoming experience for all attendees. This role collaborates closely with the Special Events Manager, advancement staff, and external partners to deliver high-quality events that support the Symphony’s fundraising and engagement goals. The ideal candidate is detail-oriented, highly organized, and personable, with experience in event planning. Experience with fundraising events and an appreciation for music are a plus.

Responsibilities:

·        Collect and maintain accurate sponsor contact information and preferred recognition names.

·        Assist with outreach and communication to donors and sponsors, including follow-up on guest lists and RSVP tracking.

·        Mail event invitations and relevant information to guests as needed.

·        Manage attendee data in GiveSmart, ensuring accuracy and integrity.

·        Support vendor communications and logistics before and during events.

·        Assist in preparing and distributing event run-of-show documents to relevant staff and vendors.

·        Provide on-site event support, including set-up, guest check-in, and ensuring a welcoming experience.

·        Assist with event tear-down and post-event debriefs.

·        Help prepare and send sponsor and donor acknowledgment letters and invoices.

Qualifications:

·        Associate’s degree preferred or related experience.

·        Assisting with events (fundraisers, galas, community events)

·        Working in hospitality, customer service, or nonprofit development roles

·        Proficiency in database management, Microsoft Office Suite, and other computer skills

·        Ability to establish and maintain good working relationships throughout the organization and with external constituencies.