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.
 

PRIMARY RESPONSIBILITIES

  • 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.


QUALIFICATIONS AND SKILL REQUIREMENTS

  • 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: ballethr@nycballet.com. No phone calls, please. New York City Ballet is an Equal Opportunity Employer.