Job Description

Basic Function

Reporting to the Director of Special Events, this on-site position will play a key role in supporting the planning and execution of several high-profile events, including the Center’s highly anticipated Annual Anniversary Gala on March 8, 2025. The ideal candidate will have experience in event coordination, logistics management, and client relations, with a keen eye for detail and a proactive approach to problem-solving.

This is a part-time, temporary position running from December 2024 through April 2025, with a schedule that includes weekends and evening hours to accommodate the timing of events.

Responsibilities

Event Coordination & Logistics:

• Assist in the planning and execution of multiple special events, including the Annual Anniversary Gala and various events associated with performances at the Center.
• Coordinate event logistics, including but not limited to venue setup, guest management, operations, and equipment needs.
• Work closely with internal teams and vendors to ensure all aspects of each event are seamlessly executed.
• Support event registration and RSVP management, including tracking attendance, guest confirmations, and follow-up communications.
• Monitor food and beverage requirements for events, liaising with catering teams to ensure all specifications are met.

Administrative Support:

• Provide administrative support to the Director of Special Events, including scheduling meetings, managing event timelines, and maintaining event-related documentation.
• Assist with the preparation of event materials, such as guest lists, signage, programs, and seating arrangements.

Client Relations & Communication:

• Act as a point of contact for event participants, sponsors, and vendors, ensuring clear and professional communication throughout the planning process.
• Collaborate with the Development team to maintain relationships with key donors, sponsors, and VIP guests.
• Provide excellent customer service during events, ensuring that all guests have a positive and memorable experience.

Ideal Experience

• Minimum of 2 years of experience in event planning, hospitality, or a related field.
• Prior experience working with high-profile events, preferably in the arts, nonprofit, or entertainment sectors, is highly desirable.
• Exceptional organizational skills and attention to detail.
• Ability to handle multiple tasks simultaneously in a fast-paced environment.
• Strong communication skills, both written and verbal, with the ability to interact with diverse audiences, including donors, sponsors, and high-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with event management software (e.g., Eventbrite, Cvent) is a plus.
• Knowledge of food and beverage coordination for large events is a plus.

Note: This position requires flexibility in the workday, as it will require nights and weekends.

Personal Characteristics

• Self-starter with the ability to take initiative and work independently.
• Strong problem-solving skills and the ability to think on your feet.
• Highly professional and dependable, with a commitment to delivering excellent service under pressure.
• Ability to adapt to changing priorities and deadlines, particularly during event timelines.

Physical Demands

• While performing the duties of this position, the employee is frequently required to stop, reach, stand, walk, lift, pull, push, grasp, communicate, and use repetitive motions.
• While performing the duties of this position, the employee may frequently lift and or move 25 pounds of materials.
• The position requires the individual to meet multiple demands from multiple people and interact with the public and other staff.

Suggestions for candidates and expressions of interest should be addressed to:

To apply for the Temporary Event Coordinator position, send an email to resumes@arshtcenter.org . In the subject line, include Temporary Event Coordinator Search . Attach a brief cover letter that highlights your relevant experience and explains why you are interested in this role.

Note: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the Adrienne Arsht Center as the requirements of the job change.

The Adrienne Arsht Center is an equal opportunity employer committed to being an inclusive workplace and believes in the importance of having a diverse group of individuals both onstage and off.

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