Events Coordinator

Summary/Objective: 

Philadelphia Ballet Events Coordinator reports directly to the Director of Special Events and plays a key role in ensuring that Philadelphia Ballet’s events align with and advance the organization’s mission of cultivating meaningful and inspirational philanthropic partnerships and experiences. In addition to providing internal event planning support, the Events Coordinator will assist the Director of Special Events with managing room rentals in the newly renovated facility.

Essential Functions:

Event Planning

• Assist in the day-to-day operations and logistics, supporting all elements of event planning, including but not limited to scheduling, timeline management, vendor logistics, tracking registration, updating budgets, planning and on-site execution.
• Develop and support event project plans, requests and timelines that provide adequate lead time for all internal and external stakeholders to plan, complete and deliver event requirements.
• Collaborate with Ballet’s communications team on design, production, and deployment of all event communications, including eblasts, invitations, programs, agendas, event signage.
• Develop and manage mailing lists in collaboration with Development team, track event participation, and additional event data and KPI’s.
• Handle administrative tasks such as coordinating the processing of invoices, keeping inventory, scheduling meetings, and ordering supplies.
• In partnership with the Senior Associate, Development Services, support gift entry and other related database updates for special events, including reporting.
• Organize and prepare event materials including name badges, RSVP lists, seating cards, cue cards, stewardship and thank you gifts, and other event items as needed.
• Maintain a working relationship with vendors and venues; secure, prepare and modify event contracts as requested.
• Prepare event staffing plans, participate in event briefings and speaker preparation.
• Manage and update the Ballet’s Events calendar, ensuring spaces are booked, staff involved are copied and event details are documented.
• Manage on-site events with venue set-up, vendors, food and beverage, presentations, registration; evening work as assigned.
• Propose new ideas to improve the event planning and implementation process, be aware of current event trends, activations and experiences.
• Uphold and convey a shared understanding of event processes across departments.

Facility Sales

• Build Philadelphia Ballet’s facility sales department under the direction of the Director of Special Events.
• Schedule walkthroughs, execute rental agreements and manage invoicing.
• Track inquiries, yield and progress towards revenue goals, ensuring timely responses to facility rental inquiries, including phone calls, inquiry forms and emails.
• Assist marketing department in developing advertising strategies and marketable group experiences to solicit inquiries
• Act as point person on site as needed for all rental events, ensuring compliance with building use restrictions and rental agreement stipulations.
• Assist in the implementation and training of customer service standards.
• Work with Philadelphia Ballet’s preferred caterers to coordinate booked events and fulfil client inquiries.
• Work closely with facilities team to ensure staff have the necessary information.
• Distribute follow-up emails and surveys to encourage repeat business.

Other:

• Assist with all other Philadelphia Ballet activities and priorities as needed such as performances and offsite events.
• Provice support to the Senior Associate, Development Services for gift entry and database updates for the annual fund as needed
• In coordination with the Director, Special Events, act as a liaison and coordinator for Philadelphia Ballet Volunteer Corp, creating opportunities for involvement, scheduling, conducting training and driving membership.
• Traveling to and from events and transporting key event supplies.
• Ability to be in the City of Philadelphia regularly as needed for events, vendor meetings, venue walk throughs and supply pick-ups.
• Other duties as assigned by the Director of Special Events

Expected Hours of Work: Regular business hours are Monday through Friday from 9:00 a.m. to 5:00 p.m. Evening and weekend work will be required as job duties demand.

Travel: Travel is primarily local during the business day, although some out-of-the-area and/or overnight travel may be expected.

Required Education & Experience: 

• Bachelor’s degree or equivalent relevant work experience.
• Minimum of 1-2 years of direct event planning or project management experience
• Event experience in a non-profit performing art, preferably Ballet.
• Experience working with community leaders, volunteers, and committees.
• Experience with GiveSmart, Eventbrite or other fundraising/ticketing platforms
• Marketing and design experience in the creation of flyers, invitations, event branding and décor
• Knowledge of non-profit fundraising, ticket sales and event sponsorships
• Familiar with social media platforms
• Proficient in all Microsoft applications (Word, Excel, Outlook, PowerPoint).

Required Competencies: 

• Establish and maintain effective and productive working relationships within a diverse and multicultural environment.
• Manage multiple priorities in a dynamic environment.
• Ability to work well under pressure; support multiple projects and events simultaneously.
• Positive attitude and exceptional work ethic.
• Excellent communication, collaboration, and problem-solving skills.

• Ability to collaborate well with others across all functional areas
• Take appropriate steps to promote and enforce safe work practices within each area of responsibility in accordance with policies and protocols. 

Supervisory Responsibility:  None

Work Authorization/Security Clearance: Must provide satisfactory background checks and child abuse clearances as may be required for role.

Must have a car and/or access to reliable transportation.

Must be able to lift 25-40 lbs., stand for extended periods of time and be willing to operate event equipment as needed i.e. hand trucks, pop-up and step-and-repeat banners.

 Other Duties:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Statement: Philadelphia Ballet is committed to the principles of equality in employment. The Ballet complies with all applicable federal, state and local laws and Federal Executive Orders, and provides an equal opportunity in employment for all qualified persons. We prohibit discrimination in employment based on characteristics protected by applicable law, including race, ethnicity, creed, color, national origin, ancestry, citizenship status, religion, age, sexual orientation, gender, gender identify or expression, familial status, pregnancy, domestic or sexual violence victim status, disability, service in the armed forces of the United States, or an individual’s status as a covered veteran.