Associate Director Of Special Events

Job Title: Associate Director of Special Events

Job Highlights

The Associate Director of Special Events (Associate Director) works closely with the Director of Special Events (Director) and Donor Events Specialist (DES) to ensure the successful planning, execution, and overall financial success of HGO’s signature Special Events, including Opening Night Dinner, Concert of Arias, and Opera Ball as well as periodic special projects. The Associate Director is responsible for leading the successful planning, coordination, and execution of other Development-related events such as recitals, cast parties, underwriter dinners, and cultivation events. The associate Director manages the Donor Events Specialist overseeing their work on myriad donor benefit events as well as management of the annual Opera Ball auction.

Join Us!

We are looking for talented, passionate, dedicated people who are eager to make contributions to our

community and our mission.

Concerned you do not meet every single requirement listed? Apply! We know that some people are less likely to apply for a job if they don’t think they meet 100% of the requirements.  At HGO, we are dedicated to building a diverse, inclusive, and authentic workplace.  So, if you’re excited about this position but your experience doesn’t align perfectly, we encourage you to apply!  You may be just the right candidate for this position or another role at HGO.

About the Houston Grand Opera

The mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice.  HGO has received a Tony Award, two Grammy Awards, and three Emmy Awards – we are the only opera company in the world to win all three honors.

Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand.

We are passionate about building and sustaining an inclusive and equitable working environment for all company members.  We believe every team member enriches our diversity by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.

Compensation and Benefits

The starting salary for a candidate who meets the minimum requirements of the position is $75,000.00.  We offer robust benefits to full-time employees, including:

• Comprehensive and affordable health benefits, including medical, dental, and vision insurance; a high-deductible healthcare plan with an employer funded health savings account; a flexible savings account; an employee assistance program; and employer-paid life, short term disability and long-term disability insurance
• Generous paid time off including vacation, wellness, parental leave, and scheduled and flexible holidays
• 403b retirement plan with employer match
• Flexible work schedule
• Hybrid work environment
• Professional development fund and opportunities
• Discounted parking in the Theater District garage and nearby lots plus easy access to Metro transportation
• Free tickets to our mainstage and community productions and events

Key Responsibilities

Event Planning and Execution

• Work closely with the Director and DES to successfully plan and execute all revenue-generating Special Events including, but not limited to Opening Night Dinner, Concert of Arias, and Opera Ball.
• Serve as the primary project manager for select non-revenue generating events including recitals, cast parties, underwriter dinners, and cultivation events.
• Supervise the DES in all activity related to Special Events including the Opera Ball auction.
• Work with the Director and Philanthropy Officers to secure venues/hosts for select offsite events.
• Liaise with Director of Patron Experience and Customer Care team to coordinate Special Event guest performance ticketing for Opening Night, Concert of Arias, and any special projects.
• Track select event RSVPs across the Special Events department and maintain up-to-date guest lists.
• Responsible for obtaining permits needed for events that are not the responsibility of vendor partners.
• Interdepartmental collaboration in the calendaring and pre-planning of future season event dates and programs.
• Maintain communication with event stakeholders, donors, and prospects to engage them with the company.
• Provide support for Special Event chair people as needed.
• Attend Special Events and work performance valet and other duties as needed.

Fundraising and Budget Support

• Manage select event mailings including accurate mailing lists and vendor coordination to ensure the timely delivery of event mailings.
• Work with the Director to maintain tracking of incoming event contributions.
• Ensure timely delivery of event materials and tickets to event table hosts and their guests.
• Liaise with the Business Intelligence team to reconcile pledges, payments, and gifts for Special Events.
• Track managed event budgets and spending.

Donor Travel Management

• Serve as primary point of contact for vendor partners (DMCs and other) to prepare itineraries including entertainment, dining, and transportation for periodic HGO donor travel programs.
• Research, negotiate, and secure accommodations with hotels, restaurants, and local guides as needed.
• Serve as a general resource and point of contact for trip-related issues or concerns.
• Act to ensure safe and efficient travel operations, in accordance with organizational policies and guidelines.

Qualifications

Undergraduate degree + 5 years of combined fundraising, special event experience, or high-level project management required. Must have excellent interpersonal communication skills, demonstrated organizational ability, and an eye for detail and quality control with the ability to manage multiple projects in a fast-paced environment. Must have previous experience in an environment where accuracy, attention to detail, and responsiveness to chairpersons, committee members, donors, board members, leadership, colleagues, and vendor partners was achieved. Excellent computer skills with a strong knowledge of Microsoft Office are required and a working knowledge of Adobe Creative Suite and Tessitura is preferred. Scheduled irregular working hours including evening and weekend work is required.

Other Skills and Abilities

Must thrive in a fast-paced group setting, be highly organized and efficiency-driven. Self-motivator with analytical problem-solving abilities; confident, experienced decision maker. Detail-oriented individual with attention to process; sound judgment abilities; successful customer service professional; ability to manage up, down and laterally; high level of personal and professional ethics.

Physical Demands

The physical demands described here are representative of those we consider important for an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires lifting boxes up to 30 lbs. chest high and standing during events for long periods of time. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Equal Opportunity

Houston Grand Opera is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at HGO are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by federal, state, or local laws or regulations. HGO will not tolerate discrimination or harassment based on any of these characteristics. HGO encourages applicants of all ages.