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Senior Coordinator, Special Events

The Music Center’s Advancement department is currently in search of a Senior Coordinator, Special Events.

The position will assist in the event implementation and volunteer management pertaining to special events for The Music Center Advancement office, including 2 large scale gala/fundraising events, and will also manage and coordinate approximately 15 membership events annually. The position will provide event coordination, administrative and logistical support to donor groups, including but not limited to, the Music Center Annual Fund, Center Dance Arts, Club 100, Spotlight and Music Center Leadership Council.

This position will report to the Director of Events and Special Projects, and will work in partnership with the Annual Giving Officer and Director of Membership. The Senior Coordinator will also work closely with the Assistant Vice President of Advancement and a variety of departments within The Music Center and outside vendors.


Independently maintain a portfolio of membership and donor events, including but not limited to on campus post-performance receptions, donor technical rehearsals, donor invited student performances, Music Center Leadership Council (MCLC) and Center Dance Arts (CDA) events, a variety of Spotlight events, such as the Meet the Finalists Luncheon, and Club 100 events and activities.  The coordinator will be responsible, with the oversight of the Director, for the thorough execution of these events.

Assist the Director of Events and Special Projects with the planning and execution of major fundraising and stewardship events, including a Music Center annual gala/Soiree, Spotlight Finale gala and high-end donor events.

Respond to emails and calls from the Special Events phone line and email.

Partner with Annual Giving Officer and Director of Membership & Leadership Gifts to ensure successful membership events and volunteer management.

Prepare acknowledgement letters pertaining to special events.

Prepare and maintain event budgets.

Seek out and book event vendors, including processing necessary contracts.

Process and accurately code vendor invoices.

Prepare invitations, both digital and print, with graphic designer.

Coordinate the event invitation process, including requesting the appropriate data, maintaining accurate data, obtaining mail house services and communicating with mail house.

Diligently track and record all event RSVPs in database.

Prepare donor communications as related to events including event briefings.

Create, organize and maintain special event photo files and supplies.

Maintain related website updates for all advancement events.

Assist AVP of Advancement, Major Gift Officers, Annual Giving and Membership Officers with special projects as assigned.

Other duties as assigned.


Bachelor’s degree is preferred.

Two to three years professional nonprofit experience, direct event management experience preferred.

Excellent interpersonal and communication skills both written and verbal; ability to present information in a variety of formats. 

Excellent phone manner.

Ability to think critically and strategically to anticipate challenges and trouble-shoot.

Intermediate experience with Microsoft Word, Excel, and PowerPoint required, experience with Access a plus.

Must be highly dependable and maintain excellent attendance and punctuality.

Exceptional and detail oriented project management skills; ability to effectively multi-task within strict timelines and budgetary constraints.

A record of successful experience in activities requiring customer service, event planning and donor relations. 

Work well under pressure.

Ability to handle sensitive and confidential information.

Ability to work both collaboratively and independently.

Experience working with data management system (Tessitura) a plus.

Ability to work nights and weekends as needed.

How to Apply: Interested applicants please submit a cover letter, resume, and writing sample, plus salary requirements to email: or fax (213) 972-0721.