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Job Board

Event Coordinator / Administrative Assistant

Center for the Arts Evergreen

Evergreen
Full Time
Posted January 7, 2022

Job Description:

Founded in 1974, Center for the Arts Evergreen (CAE) has been a leader in advocacy and support for visual and performing arts in its surrounding mountain communities by providing programming, exhibitions, classes, festivals, concerts, and special events for the community.

The primary responsibilities of the Event Coordinator/Administrative Assistant will be to manage events and festivals for Center for the Arts Evergreen and serve as an administrative assistant to the management team.  This position will work closely with all staff, designated committees of the Board of Directors, volunteers, and corresponding volunteer organizations, as well as artists, vendors, entertainers, and partnering entities.

RESPONSIBILITIES

Event Planning (65%)

  • Planning and managing 30-35 events per year (some nights and weekends) including:
    • 2 major festivals: Summerfest 5000+ attendees and Winterfest 600+ attendees
    • Day of the Arts community event
    • Annual concert series: 3-6 concerts/year
    • Work with Executive Director and Senior Director to coordinate logistics/food and drink for 9 exhibition receptions/year and 12-15 meetings, panel discussions, networking events/year
  • Build and adhere to an event budget to avoid project overruns
  • Manage artists and vendor applications for festivals and markets
  • Manage event set up, tear down, and follow-ups
  • Proactively handle any arising issues and troubleshoot any emerging problems on event days
  • Work with local government entities, recreational districts, and schools to effectively complete and execute permits, contracts, and licenses
  • Management of scheduling and rental agreement contracts
  • Ensure compliance with insurance, legal, health, and safety obligations
  • Recruit and manage volunteers for events
  • Work with Senior Director to recruit and manage volunteers for in-office projects and staffing

Administrative Assistant (35%)

  • Manage CRM database for donors, members, and students
  • Work with volunteers to manage membership communication (new member cards, membership renewals)
  • Assist Executive Director and management staff with mailings, reports, and general administrative tasks
  • Assist Senior Director with administrative duties for all exhibitions and classes
  • Recruit new artists/vendors, manage inventory, and create retail displays for The Painted Brush (CAE’s Gift Shop)
  • Answer main organizational phone line and email address: tracking messages, answering questions
  • Work with customers and clients at the front desk to identify their needs and ensure customer satisfaction

REQUIREMENTS/QUALIFICATIONS

  • Must have good customer service skills and professional demeanor
  • Proven experience as an events planner or organizer
  • Excellent time management, communication skills, and attention to detail
  • Sales skills and ability to build productive business relationships
  • Ability to manage multiple projects independently
  • Establish standardized event procedures and train staff on properly executing them
  • Capable of working with internal and external teams and partners
  • Positive attitude and ability to stay calm under pressure
  • Exceptional multitasking skills to manage multiple projects independently and consistently.
  • Proficient in Microsoft Suite: Excel, Word, PowerPoint. (Mail merges, spreadsheets, etc.)
  • Excellent written and oral communication skills
  • Ability to carry at least 40 lbs. and to stand for an extended period, occasionally outdoors or on uneven surfaces
  • Working knowledge of social media is a plus
  • Some experience with WordPress or other WYSIWYG web platforms is a plus

Compensation: This is a full-time position including some weekend and/or evening hours. Compensation package includes paid vacation and retirement benefits and a pay range of $35-40K annually.

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