Development Events Associate

THE POSITION:

The Development Events Associate works in close coordination with the Development Operations and Events Manager to ensure the successful execution of Guthrie Theater fundraising events such as the annual gala, Opening Night Celebrations and other development-related events. This position provides support and assistance with events-related administrative tasks, including event inquiries, scheduling, contracts, etc. as directed. All employees are expected to center, model and champion the Guthrie’s core values of Artistic Excellence; Community; Equity, Diversity and Inclusion; and Fiscal Responsibility.

This position is full-time, non-exempt and benefits-eligible. Compensation for this position is $18.37 – $22.68 per hour plus benefits. The typical schedule for this role will vary based on the dynamic schedule of a theater.

The Guthrie is dedicated to building an equitable environment that is mixed across lines of difference and strongly encourages applications from Black, Indigenous, People of Color, women, transgender and non-binary candidates. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the theater field are strongly encouraged to apply.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Event Planning and Execution

Assist with the planning and execution of:

• One major annual fundraising gala, including live and silent auctions and a fund-a-need 
• 10-12 Opening Night Celebrations annually 
• 15-20 Illuminate Campaign Events annually through 2025 
• Stewardship and cultivation special events (both on and off-site as well as virtual)

Track and monitor event expenses.

With the help of the Development team, support the fundraising strategy to make or exceed the annual gala goal.

Assist with all aspects of event planning and implementation including:

• Building invitee lists 
• Coordinating an array of vendors 
• Event design 
• Event set-up and strike 
• Intake and management of RSVPs 
• Development of a fund-a-need video 
• Communication with event guests 
• Communications and PR affiliated with events 
• Learn the latest in event technologies to apply to Guthrie events 
• Creation of a silent and live auction and any related materials 
• Development of all printed and electronic event materials, including signage, menu, speaking program, online and print invitations, and sponsorship materials 
• Support Development staff and other relevant staff members including interns, consultants and volunteers as it relates to events

2. Administration

• Produce income and expense reports as needed. 
• Closely monitor scheduling in coordination with departmental and organizational needs.
• Monitor costs and usage of event locations and coordinate with catering, internal facilities management and ITS departments to facilitate judicious use of services and resources within the allocated budget. 
• Serve as a development liaison for events to donors, vendors and volunteers. 
• Create Gift Entry Forms (GEFs) for event gifts and tickets. 
• Maintain the Development and Campaign Events Calendar and circulate updates. 
• Actively participate in fostering a work environment centering the Guthrie’s core values of Artistic Excellence; Community; Equity, Diversity, and Inclusion; and Fiscal Responsibility. 
• Complete other duties as assigned.

ESSENTIAL KNOWLEDGE AND QUALIFICATIONS:

• Demonstrated experience assisting with the planning and execution of fundraising events. 
• Prior administrative experience supporting and coordinating for multiple stakeholders within a department in a dynamic environment. 
• Ability to appreciate the nuances between constituents. 
• Experience writing, proofreading and editing to send out error-free communication. 
• Exceptional attention to detail. 
• Presents a professional demeanor when interacting with donors and ensures donor privacy. 
• Demonstrated ability to manage multiple priorities and maintain composure/diplomacy during stressful situations. 
• Proficiency in Microsoft Office® products, specifically Word, Excel, and Outlook. 
• Knowledge of and experience using and troubleshooting office equipment (printers, scanners, projectors etc.). 
• Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class and immigrant status. 
• Must be willing and able to work occasional evenings and weekends; reflective of the dynamic schedule of the theater and fundraising events.

Compensation: $18.37 – $22.68 per hour plus benefits.