Special Events Coordinator

Scope of Position:

The Special Events Coordinator and Special Events Program Manager, a team of two-staff members with both institutional special event and Ball responsibilities, report to the Director of Special Events in the development department of the Museum.  Special Event duties include event planning, vendor arrangements, logistics and event implementation. 

The proceeds of the Art Ball, a volunteer-driven event, provide funding to underwrite important Museum programs and exhibitions. This support staff team coordinates and assists administratively.

 

Essential Functions:

 Provide ongoing special event support for the non-profit exhibition opening receptions and dinners, Director's events, Annual Meetings, etc. (25-35 events per year). Provide ongoing administrative support to the Ball Chairman and committees throughout the year. Arrange for Ball activities held at the non-profit and off-site as requested and assist with events as appropriate, maintaining notes, minutes or items for follow-up. Ensure that all Ball donations, including cash, pledges and in-kind gifts, are entered and maintained in the non-profit database, Raiser's Edge, at the time of transaction. Enter, maintain and update prospect information in Raiser's Edge. Process bills and purchase orders for expenses coordinating with volunteer Treasurer for the Ball and non-profit accounting staff. Produce and distribute scheduled gift reports to non-profit staff and Ball leadership. Create and send appropriate correspondence on behalf of the Ball. Update and maintain accurate committee and event address/guest lists. Produce mailings and invitations to events as needed. Attend Ball committee meetings and functions as requested. Ensure that all Ball events are scheduled on the non-profit, and Dallas social calendars in a timely fashion. Ensure that all Ball activities are in compliance with non-profit policies and procedures governing the annual production the Ball. Arrange and attend internal meetings with appropriate non-profit staff, including non-profit Operations and Security, as needed. Arrange and attend meetings (as appropriate) involving Ball leadership and the Museum's catering company and outside vendors (i.e., designers, etc.). Provide input into the development of goals and strategies for each year's Ball, supporting the initiatives of Ball chairmen. Facilitate copy and photos representing Ball activities in the non-profit Magazine and non-profit League newsletter. Maintain the ongoing office for the Ball, collecting and maintaining ongoing committee chairmen's reports and sending files to the non-profit archives annually.  Other duties assigned by the Director of Development or the Director of Special Events.

 

Knowledge, Skills and Abilities:

? College degree

? Volunteer coordination skills a plus

? Excellent written and verbal skills

? Ability to manage and organize multiple tasks and to prioritize

? Evening and weekend work required

? Must be computer literate in Microsoft Office; Raiser's Edge experience preferred

?  Knowledge of Dallas' visible fund raising, civic and social community events preferred

 

****Only local candidates will be considered****