Job Title:              Special Events Coordinator

Department:        Development

Reports To:         Associate Director of Special Events

Classification:     Full-time, Non-exempt

SUMMARY

The Special Events Coordinator will support all aspects of HGO’s Special Events department related to event planning and execution and fundraising activities. Primary duties of the Special Events Coordinator include assisting with all aspects of HGO’s major fundraising events, as well as serving as the lead project manager responsible for the successful execution of fundraising auctions. Other duties include support of all aspects of planning and execution related to major donor cultivation and stewardship events within the Development department.

DUTIES AND RESPONSIBILITIES

• Support all aspects of HGO’s major fundraising events (Opening Night Dinner, Concert of Arias, and Opera Ball), including coordination of project calendars, mailings, and day-of event logistics.
• Support all aspects of HGO’s major donor benefit, cultivation, and stewardship events managed within the Special Events department.
• Serve as the primary project manager for HGO’s fundraising auctions as follows:
  • Work with auction chair(s) to coordinate and solicit auction donations;
  • Maintain database of all auction items with accurate descriptions of items and lots and prepare timely acknowledgement letters for all auction donations;
  • Coordinate all printed auction materials including signage, certificates, and preview catalogues;
  • Coordinate prompt notification to winning bidders and arrange for payments and pick-up/delivery of items following the auction.
• Assist in coordinating Special Events mailings such as: solicitation letters, invitations, acknowledgment letters, etc.
• Work with the Special Events Operations Manager to maintain event databases including event registrations and donations (data entry in Tessitura and/or Excel) and reconciliation of event pledges and payments within Tessitura.
• Track event RSVP’s across the Special Events department and maintain up-to-date guest lists.
• In conjunction with the Special Events team, the Coordinator will provide support for Special Event chairmen, the Special Events Committee, and internal clients.
• Prepare and submit event information forms to HGO’s Company Office
• Record and distribute the meeting minutes for each Special Events Committee meeting.