Special Events Coordinator

A4 is seeking a part-time, temporary Special Events Coordinator to provide support in conjunction with A4’s 40th Anniversary gala and festivities.

The Special Events Coordinator will be an organized, mission-driven person responsible for overseeing and coordinating A4’s 40th Anniversary Gala and Auction. The Anniversary Gala takes place on Thursday, October 12, 2023 from 6–9 pm at the Manny Cantor Center on the Lower East Side, and the Auction will run online from mid-September through October 12, 2023. The successful candidate will play a critical role in executing A4’s milestone celebration and helping to reach strategic and fundraising goals.

This hybrid role will be based in our dog-friendly Midtown Manhattan Office (close to all major transportation hubs) and the successful candidate will be encouraged to work in our NY office for key in-person meetings.

The Special Events Coordinators’ Responsibilities Include:

• Helping to conduct outreach to secure vendors, sponsors (and gala committee members), honorees, talent, photographer, and auction and product donors
• Serving as the primary contact for the Gala and Auction both externally and internally
• External: Liaising with the venue, our auction partner, and other key stakeholders which includes relaying critical information and updates and fielding questions
• Internal: Coordinating communications between the gala committee, A4 staff, and other key stakeholders by participating in bi-weekly 9:30 am Friday committee calls, taking notes, and following up as necessary
• Working closely with the Executive Director, board members, and the Gala Committee to ensure sponsors, VIPs, and guests have a seamless and enjoyable experience
• Working with the communications manager to ensure the promotion of the Gala and Auction is effective and timely
• Creating (or commissioning) the branding and design of the Gala and Auction
• Drafting core language for the Gala and Auction to be used on various platforms and marketing materials including the event page, email communications, slideshow, and program (with support of the A4 team)
• Coordinating day-of logistics for the Gala including creating run-of-show, directing set-up/tear-down, and managing volunteers and vendors
• Following up with key stakeholders, sponsors, ticket purchasers, and donors post-event with notes of gratitude and other information as needed
• Creating a presentation deck with highlights from the Gala and Auction for internal and/or external use
• General Program support as needed

Requirements

• Previous event coordination experience (required)
• Experience executing a fundraising gala and/or benefit event and an online auction (preferred)
• 2+ years of corporate or nonprofit experience (preferred)
• Detail oriented with strong organization, time management, and problem-solving skills
• Excellent interpersonal and communication skills
• Ability to work collaboratively and collegially, especially with a small team
• Ability to take initiative, handle multiple projects and deadlines, and follow through on tasks while thinking about continuously improving processes
• Proficient in MS Office and Google Suite
• A passion for the arts and the role they play in fostering a vibrant and healthy society. A demonstrated commitment to the arts and/or Asian American issues is preferred.

Additional Information:

The Special Events Coordinator is a part-time, temporary position (10-20 hours per week) and reports to the Executive Director.
Period: May 1, 2023– November 12, 2023
Compensation: $25/hour
Location: New York, NY (hybrid)

Application Instructions

Please submit a cover letter and resume to: lgold@aaartsalliance.org with SPECIAL EVENTS COORDINATOR in the subject line on or before April 21, 2023.

A4 is an equal opportunity employer and considers all candidates for employment
regardless of race, color, gender identity or presentation, age, national origin, creed,
disability, marital status, sexual orientation, citizenship status, or political affiliation.