Development and Special Events Coordinator
Overview: The Palm Beach Symphony (PBS) is currently seeking an experienced and highly motivated Development and Special Events Coordinator to manage and grow a well-established professional symphony orchestra. The ideal candidate must have a minimum of three years managerial experience, preferably in an arts not-for-profit operation setting. Must be detail oriented and organized, with the ability to multi-task and work under pressure. Excellent oral and written communication skills as well as professional telephone etiquette are required. Superior computer skills in Word, Excel, and donor database management are also required. Position requires experience in arts management and concert production.
Summary: The Development and Special Events Coordinator is expected to initiate, develop and execute special events. The employee will be expected to initiate, organize, design, develop, execute and assess all fundraising, friend-raising, and donor recognition events, develop and track budget, manage vendors, and prepare strategic plans for engaging the community in special events. The employee will accept other assignments and duties as they develop while supporting other members in the Development office.
Expected to work with event committees to enhance donor relations, thereby increasing sponsorship dollars and ticket sales. Coordinate agendas, speaking notes, and handouts, take meeting notes and disseminate information to committee members. Coordinate end-of-season and end-of-year annual appeals.
Expected to develop sponsorship and underwriting opportunities. Research and identify prospective sponsors, assemble sponsorship packages, distribute and solicit potential sponsors for monetary or item donations, ensure that all sponsors receive appropriate thanks and recognition.
Expected to develop timeline for internal and external event promotional materials, oversee production of invitations, menus, RSVP cards, give-a ways, etc., ensure that mailings/notices/ads etc. are completed on schedule, and work with communications staff on media coverage.
Expected to recruit, assign, train and direct Development staff and volunteers before, during and after events. Expected to assist in the organization, development and assessment of donor cultivation.
Expected to welcome, address and steward new Benefactors, as well as expedite Benefactor requests and inquiries.
Expected to work with database manager on data capture, accuracy of lists, inclusion of appropriate invitation lists for various events, event ticketing and receipting.
Position: Reporting directly to the Executive Director (ED) and working closely with the Operations Manager (OM) as well as members of the board and staff, the Development and Special Events Coordinator serves as a key team member and an active participant in making strategic development and special event decisions affecting the PBS.
• Assist ED and Staff with exceeding fundraising goals.
• Along with administrative and board leadership, advance implementation of the PBS strategic plan and engage in long-term planning that furthers the institution’s vision and reputation.
• Work in tandem with the other members of the team with implementation of cross departmental goals and transformative initiatives.
• Supervise staff responsible for day-to-day development and special events.
• Negotiate and monitor compliance of vendor contracts, including concert dinners, member-only events, and Young Friends events.
• Plan, organize and monitor budgets for the development and special events. Supervise team members as they manage their elements of the budgeting and implementation thereof.
• Supervise special projects as necessary.
• Recruit and coordinate volunteers to assist within development office and special event duties.
• Work in tandem with Marketing and Communications Coordinator to increase exposure of the PBS brand and maximize advertising opportunities.
• Assist with planning and developing season materials such as the seasonal impact report, program book, brochure, and other collateral.
• Plan and implement development marketing strategies when needed.
• Work with (OM) to ensure that necessary licenses, permits and registrations are renewed and current.
• Work with PBS Board, ED, OM to plan, execute and monitor PBS annual Budget.
• Expected to exhibit adaptability, flexibility, self-control and maturity in work and behavior.
• Expected to recognize situations which require notification of a supervisor.
• Expected to write reports, business correspondence and procedure manuals.
• Expected to effectively present information and respond to questions from mangers, donors, committees and the general public.
• Dependable, accountable, professional, respectful, creative, detail oriented, and a team player
• Able to work and interact well with board(s) members, committees and community leaders
• Able to initiate, develop, design, and execute “Development Programs”
• Ability to work outside of normal business hours
• Researches factors that affect event scheduling, including, but not limited to season length and holidays (i.e. Easter, Passover).
• Responsible for administrative details relating to public events, especially in the absence of the Executive Director.
• Develops and maintains a calendar of deadlines and daily activities as related to development events.
• Works with Executive Director and staff to plan ahead and thereby ensure that all deadlines are met.
• Coordinates the researching and identifying of future patrons and sponsors, including other fundraising opportunities such as those with grant institutions and foundations.
• Works closely with PBS staff to ensure that all gifts to the Symphony, whether large or small, are acknowledgement and tax information letters are sent to all donors.
• Coordinates the scheduling of Development Committee Meetings.
• Works closely with caterers of all special events to ensure that the menus of après dinners and musical soirées reflect the highest quality.
• Greets guests and members at all events and arranges for personnel necessary to “control” the event.
• Designs seating charts at sit-down events where appropriate.
• Supervises the administrative aspects of all events to ensure that the evening is “guest friendly” in every way.
• Bachelor degree in Business Management, Arts Administration, or related experience necessary.
• 3 years demonstrated track record in managing an arts non-profit organization.
• Experience with the greater Palm Beach County community a plus
• Demonstrated excellence in organizational, managerial, and communication skills, both written and oral.
• Flexible and adaptable style.
• Proven success in effectively leading a staff team through exemplary leadership, delegation and prioritization skills.
• High energy, positive, “can-do” attitude, flexibility, attention to detail and passion for PBS’ mission is essential.
• A professional and resourceful style; the ability to work independently and as a team player, to take initiative, and to manage multiple tasks and projects at a time.
• Demonstrated ability to think strategically.
• Experience directly interfacing with and presenting to artistic, board and organizational leadership.
• Effective at working with others to reach common goals and objectives.
• Strong budgeting ability.
• Knowledge of classical music repertoire a plus.
• Ability to work evenings and weekends, including some holidays.
• Bachelor’s degree (B.A.) from four-year college or university preferred; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Fundraising and/or sales experience.
• Must be proficient in navigating the computer; Intermediate level knowledge of Microsoft Word, Excel, and Outlook, as well as Raiser’s Edge (Blackbaud) and a general knowledge of office machines.
Supervisor: Executive Director
To apply please submit your resume and cover letter to: email@example.com. And be sure to include “Development and Special Events Coordinator” in the subject line.
Please include a cover letter with the following information:
• Salary history and requirements,
• How you learned of the position
• Description of how your qualifications and experience match Palm Beach Symphony’s needs.
Only electronic submissions will be considered. Submission deadline is May 15, 2018. All nominations and expressions of interest will be held in the strictest confidence.
Salary is commensurate with experience, within the framework of the organization’s annual operating budget.
The Palm Beach Symphony is an Equal Opportunity Employer and actively seeks a diverse pool of candidates.
About the Palm Beach Symphony
The Symphony has grown and expanded from its early, small beginnings in 1974. It has worked and succeeded in becoming a key cultural force in the area through high quality concerts and fine dining experiences, social and community events, and educational outreach programs.
The Palm Beaches and the surrounding area is a cultural center which gives PBS the opportunity to perform in historically unique and intimate venues, which includes Kravis Center, the Henry Morrison Flagler Museum, Mar-a-Lago, Benjamin Hall, and the Society of the Four Arts.
Maestro Ramón Tebar, internationally acclaimed, crafts a diverse and engaging musical program, which features world-renowned guest artists tailored to these intimate venues, creating perfect musical settings. Even with a strong cultural center, the Symphony still seeks to serve a larger, broader community by expanding its reach throughout Palm Beach County with unique social and community events.
During concert season, December through April, PBS offers a variety of social and community events throughout Palm Beach County along with its regular season programming. With socials ranging from lively, young festivities and elegant, intimate affairs, the Symphony’s expanding diverse community continues to grow due to new programs and outreach events, including a new Young Friends group which hosts events throughout the County.
PBS’s Educational programs – Children’s Concert Series, STEAM, Side-by-Side Concerts, Educational and Teachers Resources – are provided to students of all ages and grade levels at no cost to them. The Symphony also offers students a chance to attend Symphony rehearsals allowing students to see the process and meet the professional musicians.
PBS staff strives to accommodate a growing audience. The Symphony is funded by contributions, fundraising activities, grants, underwriting and ticket sales.