Special Events Coordinator Job Duration & Type: 15-20 Hours/Week, additional hours may be necessary leading up to the Gala (9/8). Must be available Friday 9/8 through the conclusion of the event (approximately 11pm). This role requires the candidate works in-person, including meetings with colleagues, volunteers, and with vendors/partners. They will be provided a dedicated desk and supplies at our offices, located at 195 Church Street, New Haven, CT, and expected to do the majority of their work in-office. Compensation: $25-$30/Hour depending on experience Job Description: For 27 years, the International Festival of Arts & Ideas (“Arts & Ideas”) has inspired and delighted audiences with an annual program of over 200 performing arts and humanities events year-round, at least 80% of which are free. Focused events in June range from world and nationally-renowned speakers sharing the stage with critical local voices for discussions on democracy, to jazz concerts, theatrical performances, dance; takeout mixology classes; bike and walking tours; and live, individual performances by local on-call artists on front lawns and sidewalks throughout the area. Year-round programs include special town-hall events, a fellowship program for youth, planning and implementing mini-festivals in New Haven’s culturally-rich neighborhoods, participation in the NEA Big Read, and our annual Visionary Leadership Award program. Responsibilities: Organize and coordinate the implementation of special events under the direction of the Associate Director of Development, including the annual fundraising Gala (September 8, 2023) Responsible for negotiating, contracting, and managing relationships with photographers, florist, catering, transportation services, and deliveries to ensure seamless presentation and positive brand experience Develop and organize written copy for internal and external communications (mailings and social media) teams, in coordination with Marketing team Working with the Corporate Giving Manager and Marketing team, ensure fulfillment of all sponsorship recognition and deliverables Coordinate with production team to ensure needs are met and the Gala is implemented according to the given vision Maintain records on event activities, progress, status, and post event summary, including contacts, working with Associate Director of Development to incorporate into organization CRM Track expense and revenue and assist with budget management under the direction of the Associate Director of Development Provide administrative and other support to the Gala Committee, Board of Directors, and staff as it relates to the Gala and other special events including coordination of meetings and acting as point-of-contact On-site management of event logistics, including set up and load out, guest check-in/check-out experience, and training of staff and volunteers Skills, Abilities & Knowledge: Minimum of one-year special event planning or related work or volunteer experience, with a strong preference for experience in Connecticut Excellent organizational, project management, time management skills Computer skills and proficiency in word processing, database management, and spreadsheet applications Experience in Spektrix or other fundraising software a benefit, but not required Experience managing, supervising, and providing orientation to event staff and/or volunteers Strong interpersonal skills and ability to work with diverse groups of people Strong communication skills in English (written and verbal) Communication skills in other languages a benefit, but not required Relationships: Reports to the Associate Director of Development - Katrice Kemble (kkemble@artidea.org) International Festival of Arts & Ideas is an equal opportunity employer and will not discriminate or permit discrimination against any person or group of persons on the basis of race, color, religious creed, age, sex, transgender status, gender identity or expression, marital or pregnancy status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, military status, lawful source of income, sexual orientation or physical disability, or any other class of persons or categories protected by law.