Special Events Coordinator

Job Title:Special Events Coordinator

Status: Full Time Non-Exempt

Department: Development

Reporting Structure: Senior Manager Special Events

Our Mission

Segerstrom Center for the Arts believes in the power of performing arts to transform lives and that the shared experience and exploration of the arts will help unite Orange County, creating a more culturally connected and vital community. We will help shape the Orange County of the future through meaningful collaborations with diverse communities, embracing creativity in all its forms and enabling a more inclusive, vibrant performing arts scene at the Center and across the region. We will maintain the excellence of our core artistic and educational programs while demonstrating the entrepreneurial resolve to extend resources, know-how and creativity into the communities we engage with. The Center will be transformed into a cultural hub and dynamic town square deeply ingrained in the fabric of our community. Artistically ambitious yet accessible to all, the Center will shine as the very model of the successful performing arts center of the future. We will show that together we thrive when we make the arts matter.

Department

The development department builds key strategic relationships with our philanthropic community to raise critical funds for Segerstrom Center for the Arts, a non-profit organization. We work closely with individuals, corporations, and foundations to make the renowned, life-changing work we do possible, raising more than $14 million annually. Segerstrom Center for the Arts was built through philanthropy and it is at the core of our vision for becoming the model of the successful performing arts center of the future.

Job Summary

The Special Events Coordinator plays a vital role in organizing the operations and administrative functions of the team, with a focus on revenue tracking, donor invoicing, payment processing, scheduling, and event communications, including RSVPs.

Job Dues

Candlelight Concert (30%)

• Manage underwriting tracking process
• Managing revenue sheet
• Creating transmittals
• Reaching out and invoicing donors until all payments are completed for the end of FY
• Assist with creation of Candlelight Commemorative Journal
• Schedule all chair meetings, production meetings with vendors & SCFTA staff
• Ordering lunches, distributing collateral for meetings, coordinating schedules, securing space, managing Zoom links, setting Zoom up in boardroom
• Guest photo and gift organization and distribution
• Any additional support, assisting Special Events Director and Vice President of Development

Event Assist (20%)

• Assist the Senior Director of Special Events & Support Groups, Senior Manager of Special Events, and Special Events Officer with the coordination of all fundraising, donor cultivation and recognition events including but not limited to; Cast Parties; Fire Bird Dinner; Board Salons, Friends and Circles events, Spring fundraiser, and Support group events.
• Work event check-in as needed
• Liaise with vendors, Center staff, and donors involved with events
• Preparing materials for internal and external meetings, processing check requests, invoices, creating and managing event budgets
• Organize event seating in Zkipster

Special Events Team Admin (50%)

• Process fundraising event ticket contributions
• Processing non- Candlelight related expenses for Special Events and Support groups via Aestiva or check requests
• Input and track RSVPs for non-ticketed events and Special Events meetings in Tessitura
• Circulate RSVPs to Development and other key leaders on a regular basis
• Update Outlook Special Events Calendar with SCFTA events and community events and track Event Request Forms
• Organize Special Events drive
• Organize Special Events spaces, including cabinets, copy room shelves, wine storage, and offsite storage
• Ensure all key stakeholders have events on their calendars
• Distribute hard copies of invitations to key stakeholders
• Oversee invitation mailings
• Update Sharepoint SPE Calendar for Development staff
• Achieve proficiency with Canto and manage event photos being migrated to Canto, and new event photos uploaded and organized there*
• Create post-event photo galleries
• Deploy event-specific communications, including evites, reminders to RSVP, confirmation emails, and thank you emails
• Achieve proficiency with the Tessitura database and promote best practices
• Track and log inventory for wine storage
• Maintain/nurture individual donor relationships and respond to requests for information
• Attend committee meetings related to Special Events; create and distribute materials and minutes
• Help collect receipts for monthly SPE credit card expense reports
• Scheduling meetings for Special Events team as needed

Requirements

• Bachelor's degree
• Valid driver’s license and reliable transportation.
• Fluent writing and speaking English
• Previous experience in an administrative role preferred
• A passion for the performing arts is beneficial

Competencies

• Works collaboratively with colleagues across the Center's departments and liaises effectively with external partners and vendors
• Brings strong operational knowledge, critical thinking, and creative problem-solving skills to identify insights and potential opportunities or process improvements
• Embraces ambiguity and change; performs consistently and flexibly even when priorities shift rapidly
• Welcomes new challenges
• Thrives with an energetic, results-driven approach even as tasks and deadlines build
• Comfortable with new technology
• Experience with financial analysis tools and reporting, particularly Excel
• Adept at data base management
• Proficient with other Microsoft software, including Word for mail merges, and Outlook for scheduling
• Strong attention to detail, including proofreading
• Highly organized
• Dedicated to accuracy and precision even when tackling high volumes
• Calm under pressure
• Excellent communication skills, both written and verbal

Physical Demands

• Frequently perform desk-based computer tasks, use telephone, and write by hand.
• Ability to speak clearly with sufficient hearing to communicate effectively.
• Occasionally lift or move up to 40 pounds for event support
• Physical stamina to be on feet for extended periods of time on event days

Work Conditions

• An indoor office environment with minimal noise distractions
• Remote work from home available one day per week when event schedule permits
• Occasional work on evenings and the weekends to support events

Compensation

• 403B with match after probationary period
• Core Benefits + Supplemental benefits
• Time Off (Vacation, Sick, Personal, Company Holidays, Early Release)
• Compensation Range $21-24/hr.

EEO-1 Statement: Segerstrom is an equal opportunity employer to all, regardless of age, ancestry, association with a member of a protected class, bereavement leave, color, disability (physical, intellectual/developmental, or mental health/psychiatric.), exercising the right to family care and medical leave related to serious health condition of employee or family member, child bonding, or military exigencies, engaging in protected activity, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture, religious creed (includes dress and grooming practices), reproductive health decision making, sex/gender, and sexual orientation.

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Costa Mesa, CA 92626: Relocate before starting work (Required)

Work Location: In person