The Operations and Events Associate is a core member of The Carnegie’s Administrative team. Under the direction of the Executive Director, and in consultation with each department head, the Operations and Events Associate is responsible for the management and execution of all third-party rentals (theatre and gallery). This position will manage The Carnegie’s infrastructure including technology, facility maintenance, and vendor relationships, so that the organization operates at full capability.
The Operations and Events Associate is responsible for the logistic management and execution of all Carnegie fundraising events including Suits That Rock, Art of Food, and MisCast.
The Operations and Events Associate is a core member of The Carnegie’s Administrative team. In this capacity, he/she will perform in the following areas:
Operations and Facility
The Operations and Events Associate manages the infrastructure, including technology, facility maintenance, and vendor relationships, so that the organization operates at full capability.
- Entry and management of events calendar.
- Coordinate and manage all outside facility vendors (elevator, HVAC, etc.).
- In collaboration with the Executive Director, schedule and manage facility repairs.
- Maintain accurate inventories of all facility needs (bar, cleaning, office, etc.).
- Ensure HVAC is scheduled for all needed programs and events.
- Ensure all spaces of The Carnegie and Lincoln Grant are in good condition for public use.
The Operations and Events Associate provides first-line customer service to all interested third party rentals (theatre, gallery, Lincoln Grant)
- Field all inquiries about facility rentals.
- Schedule and administer facility walkthroughs with potential renters.
- Manage and administer rental contracts for all spaces.
- Coordinate and manage all Carnegie staff and outside vendor for event needs (ushers, bartenders, suits, valet, catering).
- Co-Manages, along with the Technical and Theatre Directors, the use of the Theatre by renters, presenters, and other users to ensure that the Theatre is prepared, maintained, and cleaned appropriately.
The Operations and Events Associate produces MisCast, Art of Food and Suits That Rock.
- Coordinate all vendor needs for the events, including but not limited to, valet, catering, cleaning, ushers, staff assistance, and concessions.
- Support the acquisition and coordination of in-kind event donors.
- Works directly with the Box Office staff regarding ticketing.
- Serves as the point person to our marketing firm for needed items to produce direct mail pieces, programs, sponsorship acknowledgments, and promotional materials.
- Generates all acknowledgement letters.
Other duties as assigned
Education/Certification: High School diploma/GED required. College degree preferred.
Required Knowledge: Previous experience with office administration.
Preferred Computer Skills: Microsoft Office, Microsoft Excel, Microsoft Word, database management, cloud-based file storage
Compensation: Compensation commensurate with experience plus four weeks of PTO, 75% of health and 90% dental paid for by The Carnegie.
Please send a cover letter, resume, and salary requirements to Kimberly Best at firstname.lastname@example.org by Wednesday, August 1.
Intent and function of job descriptions
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the American with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships as deemed appropriate.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.