Summary of Position:

The Colburn School is seeking an Event Coordinator to support every aspect of event planning and execution. Reporting to the Director, Office of Events and Special Programs, this position will be responsible for providing support for a wide variety of 90 events per year for all departments and units of the Colburn School. By providing support for an exceptional event experience, commensurate with the world-class quality of education and performance at the School, the Event Coordinator will be integral to the success of Colburn’s community-building, fundraising, and audience development activities. The Coordinator works hand-in-hand with the Philanthropy Department, and interacts with the majority of the School’s units including executive administration, faculty, staff, volunteers, parents, and students. A successful candidate will be dynamic, flexible, driven, and comfortable in and motivated by a high energy, fast paced, and deadline-driven environment. If you love this kind of environment, love food & beverage service, and want to apply that to a vibrant, performing arts community, this job is for you!

Essential Duties:

• Work with the Director in bringing to life over 90 events that span all areas of the School, ranging from high-touch donor events to student and faculty celebrations, external rental client events, and more;
• Manage all events administration, including: documenting all event details and timelines; tracking event communications and RSVPs; coordinating with vendors and overseeing the relationship with the Colburn Cafe; processing and tracking invoices; creating and processing expense reports; managing the Outlook shared events calendars;
• Provide excellent customer service to many constituents across the School, and in particular the Philanthropy department, to support the vision and purpose of their events;
• Staff events, which may include managing internal event communications as well as external vendor communications and onsite preparation, decoration, and service; this requires evening and weekend hours, and will include overseeing catering set-up and strike;
• Prepare event briefings to share with staff, students, faculty, leadership, event hosts, and board; occasionally may need to assist with training of students to relay appropriate event etiquette;
• Create and organize materials to execute a smooth and welcoming check-in and departure experience for guests, including printing name tags, managing attendance lists, and creating event favors/gifts;
• Manage and compile event equipment (linens, table lamps, votives, etc.) and all set-up needs for the School’s events; assist with decoration and ambiance for events; Responsible for inventory check and organization of event storage area on campus as well as stocking, restocking, and replenishing this inventory;
• Coordinate permit application process where applicable to ensure compliance with local safety regulations for events;
• Support the Director by creating and updating event SOP (Standard Operating Procedures) documentations to improve the efficiency of the events department and to better communicate with other teams the needs of the events team;
• Attend Philanthropy Department staff meetings and work closely with Philanthropy staff to help them reach their fundraising goals through donor stewardship at events and fundraising event sales;
• Maintain knowledge of Colburn School event facilities, capacities, and dimensions of meeting space and basic operational needs of all operating departments;
• Perform other duties as assigned.

Education and Qualifications:

• Bachelor’s degree and minimum of 2 years’ experience in events/catering/hospitality;
• Exceptional organizational ability and attention to detail: ability to manage multiple projects and multiple tasks effectively, working with various external and internal constituents, exhibiting calm and courteous behavior;
• Demonstrates integrity, possesses high emotional intelligence and interpersonal savvy; demonstrated ability to provide superior customer service experience with a high degree of professional conduct;
• Ability to decipher, communicate and manage intricate details along with handling confidential and proprietary information sensitively and discreetly is critical;
• Ability to follow direction and work in a team environment;
• Enthusiasm, creativity, a positive sense of humor and a can-do attitude;
• Excellent professional writing and oral communication skills;
• Experience with creating menus and BEOs required;
• Must be open to working a flexible schedule including some weekends, evenings, and night hours as needed.
• Knowledge MS Office Suite required; experience with CRM, digital marketing platforms, Adobe Creative Suite experience is a plus;
• Fundraising and/or sales experience appreciated;
• Experience in an educational setting, especially a professional performing arts institution, is appreciated.

Company-wide Benefits:

• Motivational culture of world-class artistic and production excellence;
• Inspiring educational setting;
• Paid holidays, sick leave, and vacation;
• Paid break over the winter holiday, including Christmas and New Year’s Eve and Day
• Competitive salaries;
• Excellent retirement benefits, including immediately vested employer contributions and additional optional matching contributions;
• Medical and dental/vision/disability/life-insurance;
• Experience internationally renowned music and dance performance through complimentary access to over 350 performances each year, and special access to the neighborhood Broad and Museum of Contemporary Art museums;
• 10% discount at the Colburn School Café.

Salary and Benefits:

The Colburn School offers excellent benefits including medical, dental, vision, Long Term disability, Life Insurance, 403(b) Retirement plan and more. Generous vacation and sick leave policies.

Pay range for this position: $23 - $27 per hour