Assistant, Special Events

New York City Ballet seeks an enthusiastic and responsible Special Events Assistant to serve as the junior member of a dynamic five-person fundraising team. Responsibilities for this exciting opportunity include coordinating and supervising event logistics for donor and cultivation events as well as providing general administrative support for the department.


  • Coordinate and supervise event logistics with Development team, Theater staff, and vendors alike including caterer, rentals, photographers, musicians, etc. for assigned donor and cultivation events.
  • Process event payments and donations for Fall Gala, Annual Luncheon, and Spring Gala.
  • Confirm all necessary event information with Fall Gala, Annual Luncheon, and Spring Gala guests including payment, attendance, dietary and seating requests.
  • Support post-event activities: creating and mailing tax acknowledgement letters, organize re-cap meetings, create event synopsis and wrap-up materials.
  • Orchestrate all aspects of the Patron Lounge operations including contract with Restaurant Associates, weekly logistics emails, bookings, room set-up, bar inventory, maintenance, and financial reconciliation.
  • Manage departmental budgets including processing invoices, coding vouchers, requesting reimbursements, and tracking expenses.
  • Assist with the production of event related print materials, including programs and menu cards; compile donor listings.
  • Organize cumulative 12-month Playbill listings for Special Event buyers.
  • Update and maintain internal master calendar utilized throughout the Company and Theater.
  • Stay abreast to social and institutional calendars throughout the city to avoid scheduling conflicts.
  • Solicit ticket sales when necessary to achieve fundraising goals.
  • Assist with office organization, end of year archiving, and facilitating new office systems for better efficiency.
  • Check Special Events main telephone line, email, and distribution of mail.


  • Bachelor’s Degree required
  • Minimum 1-2 years of professional work experience – preferably in event planning or development
  • Must possess outstanding attention to detail, follow-through, and organization
  • Excellent written and oral communication skills, as well as diplomacy and excellent judgment
  • Ability to multi-task, prioritize, and problem-solve in a fast-paced work environment
  • Strong computer and database skills – knowledge of Tessitura a plus
  • Ability to work evenings, weekends, and some holidays as needed

Please email resume, cover letter, and salary requirements with Special Events Assistant in the subject line to: No phone calls, please. New York City Ballet is an Equal Opportunity Employer.