JOB SUMMARY:

The Event & Community Coordinator is responsible for overseeing the daily activities of American Stage’s Advancement Department with regards to special events, 3rd party events and community partners. The position is responsible for event logistics and operations, working with vendors, and using customer relationship management systems to ensure successful execution of events matching organization’s goals.
Schedule: Shift – approximately 5 hours per day between the hours of 10:00 am to 6:00 pm with [30 minutes / 1 hour] lunch break unless alternative arrangements have been agreed to by the American Stage and the employee; 5 days/week. Usually, 6 hours 5 days a week. Flex hours are expected in order to work evenings and/or weekends due to the nature of theatre schedules and event needs.

SKILLS AND QUALITIES:

• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Problem-solving and decision-making abilities
• Creativity and ability to think outside the box
• Ability to work effectively as a member of a team

EDUCATION AND EXPERIENCE:

• Undergraduate degree in related field or 3 years of related experience
• Proficiency in Google Suite family of products
  PHYSICAL DEMAND CLASSIFICATION: Medium (Occasionally lifts up to 25 pounds, helps with set up and breakdown of events both indoors and outdoors)

ADDITIONAL INFORMATION:

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. American Stage is an Equal Opportunity Employer. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
About American Stage:
Founded in 1977, American Stage is Tampa Bay’s longest-running, critically acclaimed professional theatre, committed to its role as a vital arts leader, contributing to the cultural landscape of the region by pursuing innovative programming and deeper connections with our community through our high-quality productions. Artist-driven, inclusive, and entertaining, American Stage is committed to creating a safe space for multicultural artists and community to share their full humanity

KEY RESPONSIBILITIES:

• Event Planning & Coordination:
• Collaborate with Advancement Department on event themes, ideas and goals
• Create event schedules, timelines, and agendas
• Provide selection of vendors and be main point of contact leading up to, day of and after the event
• Create and communicate volunteer tasks and timeline for event to include meetings, day of and follow up after event
• Collaborate and communicate with event fundraising technology vendor to include attend virtual meetings, create landing page and upload information
• Ensure sponsors are receiving fulfillment of benefits based upon their sponsorship level
• Collaborate with Donor Services Manager on guest management
• Provide regular updates and reports on event progress
• Analyze post-event results to identify successes and areas for improvement
• Marketing:
• Collaborate with Marketing Firm on digital and print collateral for event to include marketing outlets and updates
• Budget Management:
• Maintain accurate expenditure records and receipts to include reconciliation after event
• Negotiate contracts with vendors and prepare check requests for bookkeeper

OTHER DUTIES:

• Attend Advancement Department Meetings, All Staff Meetings, and any other meetings related to the job functions
• Participate in networking events and develop relationships with local community businesses, members, and organizations to foster collaboration, support and opportunities
• Assist in the execution of 3rd party events to include at American Stage Theatre, at local businesses and/or offsite locations
• Research events and creative ideas to stay on the cutting edge of opportunities
• Ability to work occasionally nights and/or weekends