Event Coordinator

About The Ensemble Theater:

The Ensemble Theater (TET) is a dynamic and culturally vibrant organization whose mission is to preserve African American artistic expression and enlighten, entertain and enrich a diverse community. We are committed to delivering high quality theater productions, educational programs, and community engagement. As we continue to grow, we are seeking a dedicated Events Coordinator to join our team.

Position Overview:

The Ensemble Theater (TET) is seeking to hire an enthusiastic and entrepreneurial spirited individual to solicit, coordinate, organize, manage, and produce institutional programming and external special events held at TET. This person will play an integral role in implementing strategies, overseeing components of the financial budget as it relates to special events and facility rentals, building relationships with individuals and other organizations, and understanding and maintaining compliance with outlined processes and procedures. The Special Events Coordinator will collaborate with the Managing Director, Artistic Director, and other appropriate staff members. This position also requires working with third party vendors and participating in onsite fundraising events in support of TET’s mission. Our preferred candidate holds a firm belief in providing exceptional customer service. The candidate will also be able to manage multiple projects and uphold a strict level of confidentiality and professionalism.

Responsibilities:

● Provide exceptional customer service and serves as the primary contact for facility rental clients with emphasis on servicing each client’s needs to create memorable events.

● Proactively seek clients and rental opportunities.

● Communicate and meet with potential and current clients.

● Coordinate, organize, manage, and produce all facility rentals from inquiry to event closure, including, building tours, ensuring timely client load in and load out and post customer surveys.

● Responsible for managing the setup and breakdown of event space, including vendors, staffing, technology, and loan-in/load-outs.

● Work closely with the Operations and Artistic Director, Business Manager and Audience Development Manager to coordinate, organize, manage, and produce all institutional programming, including developing and maintaining the department budget.

● Serve as a point of contact for building vendors.

● Complete all event documents including rental and vendor contracts and payments.

● Manage and enforce the Theater’s guidelines and procedures for facility use related to management and safeguarding of assets.

● Coordinate with maintenance, security, catering, and vendors.

● Maintain and manage organizational records, including but not limited to, customer database, contracts/agreements, venue rental calendar, and inventory.

● Compose, edit, and distribute correspondence (internally and externally), including departmental documentation as it relates to event confirmation, layout, and plan.

● Keep the venue rental and all-staff calendars updated with on- and off-site events, performances and rehearsals.

● Other duties as assigned by the Operations Director.

Requirements:

● 3-5 years of experience in event planning, logistics, customer service, and/or hospitality.

● At least two (2) years of project management experience.

● Experienced in establishing and maintaining effective working relationships with diverse communities, individuals, groups, and organizations.

● Excellent computer skills and proficiency with Adobe and MS Office applications.

● Outstanding communication skills, both verbal and written.

● Ability to work independently.

● Ability to work weekends, nights, and evenings as needed.

Benefits:

● Medical, dental and vision insurance

● 401K savings plan with employer match up to 3% after 90 days of employment,

● Paid time off and 10 paid holidays.

The Ensemble Theater is committed to promoting equal employment opportunities for all, and we actively encourage candidates from all backgrounds to apply. We believe that the stage belongs to everyone and that a diverse workforce contributes to the overall success and strength of our organization. We invite you to join us in creating an artistic community that is diverse, inclusive, and enriching for all. Together, we can bring stories to life and build a stronger, more harmonious world through the power of the performing arts.

How to Apply:

Please submit your resume, cover letter and contact information for 3 references to the Business Manager at ensemble_[email protected]. The position will remain open until filled. No phone calls please.

Pay: $45,000.00 - $50,000.00 per year

Work Location: In person