Special Events Coordinator

Special Events CoordinatorPeter Jay Sharp Building - Brooklyn, NYOverviewSalary Range $55,000.00 Salary/year Position Type Full-Time Category Special EventsDescriptionBrooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.BAM is seeking a Special Events Coordinator! The ideal candidate will support the planning and execution of BAM's fundraising and donor cultivation events, working closely with the Director of Special Events to deliver seamless, memorable experiences for donors, trustees, and guests across the BAM campus.Essential Duties and ResponsibilitiesSupport the execution of all fundraising and cultivation events, from intimate donor dinners to Opening Nights and BAM's annual galaMaintain the special events calendar and keep internal partners informed of timelines and needsKeep event records, guest lists, and donor data accurate and up to date in Tessitura, Zkipster, Workfront, and other internal systemsMaintain accurate, well-organized department budget records in partnership with the Director of Special Events and the Finance teamCoordinate event logistics for BAM's fundraising and cultivation events throughout the year, including venue setup, catering, vendors, run-of-show documents, and day-of staffing plans, under the direction of the Director of Special EventsAssist with advance preparation, staffing matrixes, and day/evening-of tasks for events such as opening night receptions, cultivation dinners, and benefit eveningsManage guest list logistics, including RSVPs, check-in, seating chart preparation, and dietary and accessibility needsMaintain accurate solicitation and relationship records in Tessitura, including board-leveraged acquisitions and event attendance historyDraft and route event materials, including invitations, programs, signage, and donor listings, coordinating with Design and Marketing/Communications on production timelinesSupport benefit fulfillment for event sponsors and table buyers, tracking deliverables and ensuring commitments are metMaintain the department's event budget records, including entering invoices, reconciling monthly credit card statements, and tracking expenses against approved budgets by eventParticipate in quarterly check-ins with the Finance team, helping prepare expense summaries to confirm spending is trending in line with budgetUpdate events and partnership calendars so all divisions involved are aware of events and timelinesLiaise cross-departmentally with Security, Facilities, Production, Theater Management, Programming, Artist Services, General Management, Marketing/Communications, Design, Finance, IT, and the Executive Team as neededAssist other departments planning events on the BAM campus as needed, like Artist Services, the President's Office, or the Artistic Director's OfficeQualificationsBachelor's degree or equivalent work experience1–3 years of experience in events, hospitality, development, or arts administration (internships and part-time experience welcome)Proficiency in Microsoft Office Suite; familiarity with donor databases (Tessitura a plus) or eagerness to learnComfort with basic financial administration (invoice processing, expense tracking); no formal finance background requiredClear, professional communication skills via email, phone, and in person with a wide variety of people, from vendors to trusteesAbility to juggle multiple projects and shifting priorities with graceStrong organizational skills and sharp attention to detailDiscretion in handling confidential donor informationGenuine enthusiasm for events and for BAM's missionCalm and resourceful under pressure, especially in live event settingsWarm, poised presence with donors, trustees, and guestsEager to learn and grow within AdvancementFlexible, collaborative, and institutionally mindedCompensation: The salary for this position is $55K.

This role is represented by Local 2110 and will be paid in accordance with the BAM/UAW Local 2110 Collective Bargaining Agreement. This position is full-time, non-exempt, and eligible for benefits. BAM provides a comprehensive benefits package including medical, dental, and vision insurance, retirement plan opportunities including both 401(k) and pension plans, as well as BAM-related benefits including access to BAM's fantastic programming.Working conditions: Category 2: Administrative Work with MobilityThe employee is required to sit most of the time yet must move about on foot to accomplish some tasks, including frequently moving from one location to another. Environment: The employee is subject to both environmental conditions: Activities occur inside and outside.Location: On-site at BAM 3+ days a week, with occasional hybrid days consistent with the workload and the department's needs.Weekend and evening work, depending on event schedules, is a part of the jobPhysical requirements include lifting (e.g.

transporting cases of wine, print materials) and long hours on foot at eventsApplication Instructions: Must complete an online application through BAM's website - no phone calls, emails or walk-ins, please.Internal Applicants must apply through BAM's website.Employees must meet all of the following criteria to be considered for an interview:Completed at least 1 year of continuous, active service in current position. (Positions excluded include, but are not limited to, temporary assignments, and probationary employees):Meet the experience and skills requirements as outlined in the job post;Be employed in the current position for at least one year:Performed in a satisfactory manner without any corrective actions in the last 12 monthsBrooklyn Academy of Music is an Equal Opportunity Employer. BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms. Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege.

The Advancement division supports and continues to take part in this process.