Special Events Assistant

Special Events Assistant

August through May Part-Time, Nonexempt

The Special Events Assistant handles the administrative details of Tulsa Ballet’s events. This person will proactively manage the event reservation systems and various aspects of event registration. Additionally, this well-organized individual will assist with all Tulsa Ballet events. Responsibilities include:

• Assist with details of all events including Founders’ Society dinners, Choreographer’s Circle events, Donor/Subscriber appreciation events, Icons & Idols Gala, VIP Lounge, board meetings, and other events as assigned
• Track event and attendee details using CRM software
• Send out invitations and manage reservation lists, ensuring event-related deadlines are met
• Manage event reservation correspondence
• Assist with managing inventory of backdrops, projectors, computers, and other display materials
• Regularly attend and work Tulsa Ballet events, including (but not limited to) performances and development and fundraising events
• Assist with stewardship of event attendees
• Other duties as assigned

Required Education and Experience:

• Bachelor’s degree preferred but not required
• Related job experience
• Experience in event planning or assistance
• Not-for-profit experience preferred, but not required

Required Skills:

• Excellent organizational skills
• Excellent written and interpersonal communication skills
• Experience with computer operating systems and software applications, including Microsoft Office and Adobe Creative Cloud
• Ability to become proficient in new software applications
• Friendly personality and positive outlook
• Database management experience
• Proactive and self-starting work ethic
• Demonstrable track record working under pressure, managing projects, and prioritizing deadlines

Work Environment/Physical Demands:

The Special Events Assistant must:

• Be able to regularly work nights and weekends when events require
• Be able to lift up to 25 pounds and participate in physical activity required for events
• Have reliable transportation, as errands will occasionally be necessary

Job Type: Part-time

Schedule:

• Evenings as needed
• Extended hours
• Monday to Friday
• Nights as needed
• Weekends as needed

Ability to Relocate:

• Tulsa, OK 74105: Relocate before starting work (Required)

Work Location: In person