Guilds & Events Coordinator

col-wide

Title:

Guilds & Events Coordinator

Employment Type:

Part time

Location:

Bellevue, WA

Salary:

$18 - $22 per hour

Application Contact:

ngocn@tateuchicenter.org

Job Description:

Reports to:      Campaign Director
FLSA Status:   Non-exempt, 30 hour part-time position without benefits to start; may grow into full time
Creation Date: March 1, 2018
Hours:              9:30 am - 5:30 pm (some flexibility required for evening events)
Salary Range:  $18 - $22 per hour
 
POSITION PURPOSE
This position maximizes the fundraising potential by leveraging the power of volunteers and events. The Guilds & Events Coordinator (GEC) is an essential part of a small team — that includes highly engaged and capable volunteers — driving relentlessly toward the goal of raising the money to build, open, and operate Tateuchi Center. Dependability, willingness to collaborate, and positive attitude are essential.  Our philosophy is all events are a means to an end, not an end in themselves. Therefore, all event planning and volunteer engagement must include the steps through which specific and meaningful follow up will be developed, documented, and executed post-event so that lasting relationships with Tateuchi Center are established and sustained.
 
FUNCTIONAL RESPONSIBILITIES/DUTIES include but are not limited to the following:
Guild & Volunteer Management (33.33% - roughly 10 hrs/wk)
  • Lead and support the volunteer Guild members in partnership with volunteer chair and other organizational leaders. May include organizing meetings, documenting discussions, assuring follow through on action items.
    • Maintain membership rosters and contact information for all volunteer leaders in SalesForce and other collateral materials.
    • Working with colleagues, identify and recruit all types of volunteers. Develop volunteer opportunities across a range of necessary activities and work to maximize volunteers’ enjoyment and contributions.
    • Maintain schedule of volunteer opportunities and secure coverage for programs and events as needed.
    • Coordinate meetings and special projects in response to requests.
Event Coordination (40% - roughly 12 hrs/wk)
Serve as staff lead/primary organizer of all logistics involved in establishing and delivering all organizational events including, but not limited to, cultivation, stewardship, fundraising, and “Thank You” events, as well as those associated with the celebration of milestone achievements (ex. groundbreaking, opening, etc.).
  • Immediately follow up on every offer to host an event to secure a date, thereby locking it in.
  • Work closely with appropriate stakeholders, plan and assure delivery of event logistics from conception to completion. Includes everything from event purpose/objectives,  budget development and oversight, guest list creation, all event logistics such as caterers, décor, photographers, invitations, day-of-event timeline/program content including volunteer management, displays, nametags, follow up, etc.
  • Particularly important is supporting invitation list development in all agreed-upon ways. Work with volunteers and colleagues to develop guest lists, capturing all data in SalesForce (invitees, RSVPs, attendance, and especially assigned follow up activities, etc). Research expected guests, develop/prepare nametags when used, deliver annotated guest list to insiders in advance of event, track attendance, and support follow up as requested.
  • Facilitate all attendance development strategies including coordinating outreach for events marketing as appropriate via media releases, billboards, website, community calendars (both on-line and in print), e-mail (to close friends/ volunteers) and media sponsors. Secure PSA announcements from radio stations as appropriate/possible.
  • All day-of and post-event coordination:
    • Serve as on-site event coordinator and “go to” person for volunteers, caterers, musicians, hosts, etc.
    • Recruit and coordinate all volunteers needed before and after events.
    • Orchestrate set up and take down as arranged with host(s). Assure all transported/rented/
      borrowed materials are returned.
  • Serve as primary contact for all “collaborative events” where Tateuchi Center is a beneficiary of a gathering hosted primarily by another entity.
Administration (26.67% - roughly 8 hrs/wk)
  • Maintain comprehensive project archives.
  • Maintain Guild and event-related vendor contracts and agreements.
    • Participate in weekly “Core Team” meetings, recording and tracking agreed-upon “to do” items.
  • Maintain organized Guild and event records and files, both electronic, in-office hard copy.
  • Help assure the Preview Center is consistently “guest ready” and that high quality copies of all campaign materials are stocked.
    • Backup for gift entry and related submissions in the Donor Database (Raiser’s Edge and subsequently Salesforce).
    • Assist in the maintenance of donor-related databases and hard-copy donor files with accuracy, consistency, and attention to detail.
CANDIDATE REQUIREMENTS
  • Demonstrated organization and independent time & project management ability.
  • High attention to detail including English language spelling and grammar.
  • 2+ years of professional experience with donor database software (Raiser’s Edge and/or Salesforce preferred).
    • 2+ years of volunteer and/or project management experience, preferably within a nonprofit, and preferably involving working with high-level volunteers. Experience gained as a volunteer can possibly apply depending on type and extent.
    • 2+ years of experience coordinating special events, working with vendors and/or performers, and directing event-specific volunteer roles. Again, experience gained as a volunteer can possibly apply depending on type and extent.
    • Demonstrable computer skills, including proficiency with the MS Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat Pro DC (preferred), and the use of standard office equipment.
    • Knowledge of any or all of the following –MailChimp, Paperless Post, Adobe Creative Suite, and project management software such as Jira– would be a bonus.
    • Ability to balance working in a team environment with self-directed projects.
    • Dependability, resourcefulness, flexibility, and self-starting are essential.
    • A cheerful disposition, willingness to do whatever it takes, “can do” attitude, collegiality, professional appearance, and excellent references will be required. And a sense of humor always helps.
 
TEAM TATEUCHI AGREEMENTS
Tateuchi Center strives to set an example as a collaborative community-builder. Everyone associated with Tateuchi Center is dedicated to realizing and living the following vision, mission, and commitments:
Our mission is to transform lives and enrich the community by presenting artistic, cultural, educational, and entertainment experiences of the highest quality to all within our reach.
Our vision:  Tateuchi Center will continuously enhance the quality of life in our region, using the transcendent power of the Arts to open hearts, engage minds, and create understanding and appreciation among the diverse communities we serve.
Our commitmentTateuchi Center is committed to the power of the Arts in human lives. We will present artistic, cultural, educational, and entertainment experiences of the highest quality—great performances that reflect the diverse interests and honor the cultures and customs of our neighbors. We will expand arts education opportunities, provide a performance home for select regional arts organizations, promote the interests of working artists; engage and develop new audiences, encourage participation in the arts, contribute to the economic vitality of the region, and serve as a cultural center for Eastside residents. We will do these things with a level of integrity, care, and professionalism that will earn Tateuchi Center widespread acclaim for the excellence of its programs and services.
Achieving these aspirations depends on employees’ observance of the following guideposts:
  • Positively promoting the mission, vision, and inevitability of Tateuchi Center.
  • Consistently demonstrating our culture of inclusiveness, actively facilitating everyone working together.
  • Treating every person encountered with respect, courtesy, thoughtfulness, and appreciation. 
  • Strictly adhering to the ethical and confidentiality standards of the organization.
  • Safeguarding the confidentiality of donor information and internal operations at all times.
  • Reporting real or perceived conflicts of interest to the Executive Committee.
  • Ensuring, within the scope of their job responsibilities, that the resources granted to Tateuchi Center as a non-profit corporation and a public trust are used carefully, prudently, and always with the purpose of advancing the mission. This ideal encompasses effective time usage and maximized productivity.
 
 
Performing Arts Center Eastside (PACE) is a 501(c)(3) not-for-profit formed to fund, design, build, and operate a regional performing arts center in Bellevue, WA, described as “the downtown of the Eastside.” PACE is currently engaged in a $195MM capital campaign to realize the vision for what will be known as Tateuchi Center (our dba) in recognition of a $25MM gift from the Atsuhiko and Ina Goodwin Tateuchi Foundation. Opening in the fall of 2021, Tateuchi Center will present a range of performances woven from many strands:  from classical music and ballet, from bluegrass and jazz, from Nashville and from around the world, our programming will mirror our diverse community and include renowned authors and speakers, emerging artists, and legendary performers. Regional treasures and major touring companies will delight our audiences in the 2,000-seat Arakawa Concert Hall and the 230-seat Studio Theatre & Arts Education Pavilion. Tateuchi Center will serve as a confluence for arts, education, and entertainment, strengthening the Eastside community by turning strangers into neighbors and friends through shared experiences. Visit www.tateuchicenter.org for more information.
Tateuchi Center
855 106th Avenue NE, Suite 150
Bellevue, WA, United States
Phone: 425-462-0108
Web: www.tateuchicenter.org

Organization Profile