Development Associate, Special Events chez The Public Theater

The Public Theater is seeking a Development Associate, Special Events who will report to the Manager, Special Events and be an integral member of the Special Events Team which executes over 100 events a year. The Development Associate, Special Events will provide support for the successful execution of all cultivation events, fundraising events, and Opening Nights at the Public Theater, including events during Shakespeare in the Park, the Annual Gala, and the downtown season. This position requires an individual who is highly detail-oriented, can work on multiple projects at once, and works well in a fast-paced office.

Responsibilities:

• Run lead on event logistics for Young Partner events, Mobile Unit events, and various other events by coordinating vendors, contracts, and payments; maintaining event ticket allotments and strategizing to fill events
• Provide onsite support for event logistics at many Development events and Opening Nights including check-in/greet and seat guests, donor troubleshooting, etc.
• Manage extractions and lists in Tessitura for Special Event communication and outreach
• Draft and send event invitations through Outlook and Prospect2
• Coordinate with the External Communications team to schedule all invites dates
• Draft and send confirmations and reminders to event guests
• Maintain event guest lists and track RSVPs in Tessitura via email and voicemail
• Assist with donation tracking, ticket sales, and solicitation activity in Tessitura and coordinate program listings when necessary for event benefits including the Annual Gala
• Coordinate both seating and ticketing for dinners and performances
• Create and distribute event details to Development department and stakeholders
• Manage in person and digital event prep including prepping seating charts, organizing check-in materials, uploading guest lists in Zkipster (check-in system), printing talking points, organizing participants’ gifts, etc.
• Oversee Special Events calendar and outlook event invitations to Public Theater staff, our Board of Trustees, and Young Partner Board
• Create and distribute Shakespeare in the Park event schedule
• Assist with the acknowledgement process and pledge payments for all benefits including the Annual Gala
• Maintain alcohol inventory & storage for the Special Events team
• Lead 2–3 of our annual silent auctions, including overseeing item solicitation and managing the build-out of our online auction through GiveSmart
• Reconcile expense receipts in concur; submit check/payment requests
• Assist the Manager and Director with other administrative duties as needed

Qualifications:

• Strong written and verbal communication skills
• Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously
• Excellent customer service skills and ability to interact professionally with donors, artists, vendors and staff
• Experience with Tessitura, Prospect2, Zkipster, GiveSmart, or similar CRM or Event platforms strongly preferred
• Comfortable working both independently and as part of a team
• Ability to lift items weighing 40 lbs
• Must be able to work evenings
• Proficiency with Microsoft Word, Excel, and Outlook

Requirements:

At least 1 year of similar office experience. The ability to interact with staff at all levels, remaining proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, is crucial to this role.

Compensation:

Starting at $24.03 per hour, commensurate with experience.

Position is eligible for medical insurance and PTO.

This is a non-exempt position according to the Fair Labor Standards Act.

The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.