Responsibilities: As directed by the Executive Producer, the Donor Relations & Special Events Coordinator will assist in cultivating, stewarding and expanding the relationships between the organization and patrons through events planned throughout the calendar by providing accurate, extraordinary service to donors and exceeding expectations in maintaining and managing donor information. This is a primarily administrative role responsible for assisting in the execution of major fundraising events/campaigns and an annual theatre tour, as well as day to day office duties. • Acknowledge all donations and pledges by written correspondence or other means in a timely manner. • Assist in coordinating annual theatre tour of NYC, including generating correspondence, tracking payments, providing customer care to travelers and organizing all relevant information relating to air, hotel, buses, tours, and shows • Assist in execution of fundraising galas, including sending invitations, soliciting and tracking auction items, selling tickets, providing all necessary correspondence with guests and working at the event itself • Oversee execution of multiple mass mailings, including fundraising campaigns, from solicitation through acknowledgment, including tracking response data and providing tax info to donors • Be the staff liaison to the Board Coordinator/Chairperson for each fundraising event • Secure all necessary permits for each event from the city, ABC and State Attorney General’s Registry of Charitable Trust (for raffles) • Assist in provision of collateral materials related to productions, including printing programs and generating feedback surveys • Work with the Marketing Coordinator to develop and implement a vision for sales and marketing special events and fundraisers, with an eye towards increasing sales and community awareness, including generating reports and analysis to assist in developing that vision. Able to communicate effectively in person, on the phone and by email • Must be able to generate, organize, and provide analog versions of information in addition to using relevant software and online databases • Must be able to prioritize and complete tasks in an environment with multiple projects in progress and frequently changing needs • Must be willing to work flexible hours, including some nights and weekends for fundraising/awareness events Preferred Qualifications • A willingness to embrace and further MTW’s commitment to equity, diversity and inclusion • Experience working with the public and representing organizations, nonprofit or for profit • Experience with travel planning and/or special events • Experience with graphic design • The ability to maintain diplomacy, and professionalism, discretion and/or confidentiality when handling sensitive information and model positive communications and behavior with staff and board members from diverse backgrounds • Comfort with creating, maintaining and navigating databases with a close attention to detail • Willingness to jump in wherever needed • At least 5 years of high level administrative or executive assistant experience strongly preferred • Experience with an arts organization strongly preferred • Knowledge of musical theatre helpful Special Environmental Factors Fast paced, open office environment, frequent interruptions, background noise.
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