What are the responsibilities and job description for the Special Events Coordinator position at Riverside Theatre?
Position Title: Special Event Coordinator
Department: Special Events / Hospitality
Reports To: Director of Hospitality
Location: Riverside Theatre
Employment Type: Full-Time (Includes nights, weekends, and flexible scheduling based on events)
Job Summary
The Special Event Coordinator is responsible for planning, executing, and supporting all fundraising, promotional, and partnership events for Riverside Theatre, with a focus on delivering high-quality, memorable experiences for donors, patrons, and community partners. This includes signature annual events such as the Friends Fall Luncheon, Spring Celebration, Opening Night Receptions, and other special gatherings ranging from 20 to 600 attendees.
This role requires strong organizational skills, creativity, communication, and the ability to manage multiple projects in a fast-paced environment. The Coordinator serves as a key liaison between departments, external vendors, and volunteer committees—most notably the Friends Committee, a Board-led group of approximately 130 members dedicated to fundraising efforts.
Key Responsibilities
Event Planning & Coordination
Plan, coordinate, and execute special events including logistics, scheduling, budgeting, and day-of management.
Develop event timelines, production schedules, and planning checklists to ensure flawless execution.
Collaborate with Development and Marketing departments on event materials, including invitations, sponsorship forms, and promotional content.
Coordinate with internal departments (Facilities, Production, Development, etc.) to secure necessary technical and logistical support.
Oversee relationships and contracts with vendors, caterers, and third-party service providers, as needed.
Serve as the on-site coordinator during events and manage post-event wrap-up and reporting.
Attend Weekly Departmental Meetings.
Create, Manage and Distribute Event Orders amongst Departments.
Committee Engagement
Act as primary liaison to the Friends Committee, including organizing meetings, preparing agendas, recording minutes, and facilitating communications.
Maintain accurate records, budgets, and timelines for committee-led events.
Coordinate special event projects and research necessary event components or new opportunities.
Development & Patron Services
Work with the Development Director to create and manage event-related donor experiences.
Work with the Development Data Specialist to maintain accurate guest lists, sponsorships, and CRM data for all events, as needed.
Rental Events & Community Partnerships
Support the Director of Hospitality in promoting and coordinating lobby rentals and event partnerships.
Assist in updating rental packages, menus, and marketing materials for private and permitted events such as receptions, parties, and meetings.
Serve as a liaison to partnering organizations, as needed.
Qualifications
Required:
Bachelor’s degree in Event Management, Hospitality, Communications, Arts Administration, or a related field (or equivalent experience).
2–4 years of experience in event planning, nonprofit fundraising events, or hospitality/event services.
Demonstrated ability to manage large-scale events and coordinate with multiple stakeholders.
Excellent written and verbal communication skills.
Strong project management and multitasking abilities.
Proficiency in Microsoft Office Suite and experience with CRM software (e.g., Tessitura, Raiser’s Edge, Salesforce, or similar).
Availability to work evenings, weekends, and irregular hours based on event schedules.
Ability to lift up to 25 lbs and remain on feet for extended periods during events.
Preferred:
Experience working with volunteer committees and nonprofit boards.
Familiarity with marketing and print production processes.
Knowledge of event safety, food handling, and risk management best practices.
Creative and proactive mindset with strong problem-solving skills.
Passion for the performing arts and community engagement.
Core Competencies
Organization & Detail Orientation – Manages multiple tasks and deadlines efficiently.
Teamwork – Work collaboratively across departments.
Communication – Comfortable engaging with donors, vendors, and committee members.
Creativity – Brings fresh ideas and innovative solutions to events and logistics.
Adaptability – Comfortable adjusting plans and timelines to meet evolving needs.
Riverside Theatres’ core values are at the forefront of all that we do – Ensemble Staffing; Pursuit of Perfection; Community Leadership. Valuing cultural, intellectual, and experience-based diversity, being inclusive when meeting the needs of the staff and audience, and pursuing perfection enables us to provide a welcoming, safe, and creative environment for all that participate.
LAST REVISED: 11/7/2025