Event Logistics Manager Jobs in New Rochelle, NY

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Full-time Regular New York, NY, US

Salary: $69,000.00 Annually

MANAGER, SPECIAL EVENTS

The Public Theater is seeking a dynamic and highly organized Manager, Special Events to join its fast-paced Special Events Department, which produces more than 100 events each year. Reporting to the Director of Special Events, the Manager will play a key role in planning and executing a wide range of high-profile cultivation and fundraising events, as well as all Opening Nights for The Public Theater’s downtown Astor Place season and Shakespeare in the Park. This role will oversee multiple events and projects simultaneously, working collaboratively across departments and with external partners to ensure each event is executed seamlessly. The ideal candidate is exceptionally detail-oriented, proactive, adaptable, and able to thrive in a fast-paced environment where priorities can shift quickly. The Manager will also supervise one direct report, the Associate, Special Events.

Responsibilities:

• Lead the planning and execution of a wide range of Public Theater events throughout the year, including Opening Nights downtown and at Shakespeare in the Park, partner events, cultivation events, fundraising events, while supporting the planning and execution of the Annual Gala.
• Serve as a key liaison across Public Theater departments, including the Executive Office, Front of House, Operations, Production, Producing, Marketing, and Development, to coordinate event logistics and ensure seamless execution.
• Manage event logistics and vendor needs, including ticketing, deliveries, storage and inventory, audio/visual, DJs, security, lighting, catering, and other event-related services.
• Establish and maintain event ticket allotments and work strategically with the Special Events and Development teams to maximize attendance and engagement.
• Coordinate with internal stakeholders to build and generate invitation lists and event reports from the Tessitura database using lists and extractions.
• Oversee event information in Tessitura, including booking contributions, ticket orders, RSVPs, and other event-related data.
• Manage ticketing, seating, guest lists, talking points, and other logistical details for dinners, performances, receptions, and other events.
• Serve as a primary point of contact for donors and guests, providing timely and professional event information, confirmations, and follow-up by phone and email.
• Partner with the Director of Special Events to conceptualize and plan the annual calendar of cultivation and fundraising events.
• Collaborate with the Graphics Liaison to develop invitation and collateral copy for Opening Nights, dinners, receptions, benefits, and ad hoc cultivation events.
• Work closely with the Communications Manager to draft and distribute event invitations, confirmations, and other attendee communications through Outlook and Prospect2.
• Oversee event preparation and guest experience, including place cards and seating labels, attendee communications, guest list uploads to digital check-in systems, and other pre-event logistics.
• Provide onsite leadership and support at events, including guest check-in and seating, donor relations, event troubleshooting, vendor and logistics coordination, and event breakdown.
• Track event expenses and assist the Director of Special Events with Gala and other event budgets; review, process, and track vendor invoices and payments in Concur and Excel.
• Supervise and support the Associate, Special Events, providing direction and oversight of their daily responsibilities and professional development.
• Solicit auction items and cultivate and maintain liquor sponsor relationships.
• Oversee the acknowledgement process and pledge payment follow-up for all fundraising events, in coordination with the Development department.
• Communicate event plans, timelines, logistics, and updates to the Development department and other internal stakeholders.
• Oversee invitation mailings and other administrative responsibilities as needed.

Requirements:

• 3-5 years of experience in event planning, logistics, fundraising, or a related field, preferably within the nonprofit, cultural, arts, or entertainment sectors.
• Demonstrated experience managing multiple events and projects simultaneously, with the ability to prioritize effectively and work independently in a fast-paced environment.
• Exceptional organizational skills and attention to detail, with the ability to anticipate needs, solve problems, and manage competing priorities with flexibility and good judgment.
• Strong interpersonal and communication skills, with the ability to work effectively and professionally with colleagues at all levels, donors, vendors, and external partners.
• Excellent written and verbal communication skills.
• Proven ability to make sound decisions, take initiative, and remain calm and resourceful in a fast-paced, high-pressure environment.
• Experience supervising or managing staff, with the ability to provide clear direction, support, and accountability.
• Experience with fiscal management, budgeting, expense tracking, and vendor invoices.
• Ability to work evenings and weekends as required for events, including occasional physical work and heavy lifting.
• Flexibility to work regular onsite days as part of a hybrid schedule.
• Knowledge of Tessitura, Microsoft Word, Excel, and Outlook required; familiarity with the NYC theater and events industry is a plus.

The salary for this position begins at $69,000 annually, commensurate with experience. This position is available immediately. This is a full-time, Exempt position in accordance with the Fair Labor and Standards Act. The Public Theater offers a robust slate of benefits for full-time employees, which currently include:

• A range of excellent health, dental, and vision insurance coverage options
• Employee Assistance Program and Work-Life Services
• Flexible paid time off
• One paid "day of service" each year
• Commuter benefits for parking and transit
• Flexible spending accounts for healthcare
• Pension
• 403(b) Retirement Savings Plan
• Life and disability coverage
• Discounted gym memberships
• Free and discounted theater tickets

The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.