Development and Special Events Coordinator

Position: Palm Beach Symphony (PBS) is currently seeking an experienced and highly motivated Development and Special Events Coordinator to manage and grow a beloved and well-established professional symphony orchestra.

Summary: Reporting directly to the Chief Executive Officer (CEO), the Development and Special Events Coordinator is a critical team member and an active participant in making strategic development and special event decisions.

Key Duties & Responsibilities

The Development and Special Events Coordinator will:

  • 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
  • Work with event committees to enhance donor relations to maximize sponsorships and ticket sales
  • Coordinate agendas, speaking notes, and handouts, take meeting notes, and disseminate information to Development committee members
  • Develop sponsorship and underwriting opportunities. Research and identify prospective sponsors, assemble sponsorship packages, distribute and solicit potential sponsors for monetary or item donations, and ensure that all sponsors receive appropriate thanks and recognition
  • Develop and manage a 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
  • Recruit, assign, train, and direct Development staff and volunteers before, during and after events
  • Supervise staff responsible for day-to-day development and special events
  • Negotiate and monitor compliance of vendor contracts, including concert dinners, committee events, and special events
  • Work to implement the PBS strategic plan and engage in long-term planning that furthers the institution’s vision and reputation
  • Collaborate with other team members to implement cross-departmental goals and initiatives
  • Plan, organize and monitor budgets for the development and special events and supervise team members as they manage their budgets
  • Supervise special projects as necessary
  • Recruit and coordinate volunteers to assist within the development office and for special event duties
  • Work with Marketing and Communications 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 as needed
  • Work with Operations to ensure that necessary licenses, permits, and registrations are renewed and are current
  • Develop and maintain a calendar of deadlines and daily activities as related to development events and committee meetings
  • Research and identify future patrons and sponsors, including other fundraising opportunities such as those with grant institutions and foundations
  • Work closely with PBS staff to ensure that all gifts to the Symphony are acknowledged, and tax information letters are sent to all donors
  • Coordinate with caterers of all special events to ensure that menus reflect the highest quality
  • Design seating charts for special events
  • Greet guests and members at all events, and arrange for personnel necessary to run events efficiently and successfully
  • Supervise the administrative aspects of all events to ensure they exceed guest expectations

 

Qualifications, the ideal candidate:

  • Has a minimum of three years managerial experience, preferably for an arts-based, not-for-profit organization
  • Holds a bachelor’s degree in business management, arts administration, or related field
  • Is flexible, positive, detail-oriented, and organized
  • Can multi-task and work under pressure
  • Possesses excellent oral and written communication skills as well as professional telephone etiquette
  • Is competent in Word, Excel, Outlook, Raiser's Edge (Blackbaud) and donor database management
  • Familiarity with the greater Palm Beach County community is a plus
  • Demonstrates exemplary leadership, delegation and prioritization skills to achieve common goals and objectives
  • Can work both independently and as a team player
  • Interacts professionally with board(s) members, committees, and community leaders
  • Understands budgets
  • Is able to work evenings and weekends, including some holidays to cover events and performances
  • Has experience with fundraising and/or sales
  • Has an interest in and/or knowledge of classical music

Submission Details

Qualified applicants should email a resume and cover letter to: careers@palmbeachsymphony.org with “Development and Special Events Coordinator” in the subject line.    

Please include a cover letter with the following information:  

Availability, salary history and requirements

How you learned of the position  

Description of how your qualifications and experience match Palm Beach Symphony’s needs.  

JOB TYPE: Full-time

SUBMISSION DEADLINE: January 31, 2022

Only electronic submissions will be considered. 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. For complete description and application instructions, please visit https://www.palmbeachsymphony.org/contact-us/opportunities  

The Palm Beach Symphony is an Equal Opportunity Employer and actively seeks a diverse pool of candidates.  

About Palm Beach Symphony

The mission of Palm Beach Symphony is to engage, educate, and entertain the greater community of the Palm Beaches through live performances of inspiring orchestral music. Palm Beach Symphony was founded in 1974 in recognition of the need for a professional orchestra in Palm Beach. The 46th season begins a new era for the orchestra, led by newly appointed and celebrated Music Director Gerard Schwarz.

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 Symphony’s educational programs include a Children’s Concert Series, STEAM, Side-by-Side Concerts, in-school performances, Educational and Teachers Resources, performance opportunities, open dress rehearsals, and tickets for select performances throughout the year – all provided to students of all ages and grade levels at no cost to them.  

SPECIALTIES: Palm Beach Symphony, Symphony, Nonprofit, Cultural Arts Music, Classical Music, Orchestra, Maestro Gerard Schwarz, Marketing, Communications, Performance