Special Events Assistant (PT)

BAM (Brooklyn Academy of Music) | Brooklyn, NY

Posted here February 11

Job Description

BAM (Brooklyn Academy of Music) is a multi-disciplinary arts center located in Brooklyn, New York. For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities. With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

The Special Events Assistant (part time) will provide administrative support in all functional areas of Special Events. The schedule for this role is 20 hours per week in the office, plus event hours as necessary.

Essential Duties and Responsibilities  

  • To provide administrative assistance to the Special Events department (Director, Manager and Coordinator) by aiding in the planning and execution of 40+ annual special events for BAM patrons and artists

  • To provide staffing support at all BAM Special Events including the annual BAM Gala

  • Provide administrative support duties, including but not limited to: managing department calendars; ordering supplies and stationery; preparing agendas and materials for meetings; Monitor and upkeep Special Events department email address correspondence.

  • Handle all Special Events petty cash requests and tracking as well as the monthly Special Events credit card reconciliation and processing Special Events purchase orders.

  • Enter and update Special Events Activity data in Tessitura; Coordinate with Development staff on event invitation list creation and routing

  • Assist department in advance preparation and day-of tasks for 40+ on- and off-premises cultivation events annually including: opening night receptions, donor and prospect dinners, cocktail receptions, art openings, etc. often in conjunction with inter- and intra-departmental staff. Event nights and weekend hours required as necessary.

  • Assist department in planning and execution of the annual BAM Gala

  • Maintain organization of the Special Events wine & spirits inventory

  • Maintain organization of Special Events files and storage areas including uploading and archiving Special Events event photos

  • Acquire donated products and sponsorship for events and help to manage relationships with sponsors

  • Update Special Events department information documents

Minimum Qualifications

  • Bachelor’s degree, or equivalent work experience

  • Knowledge of and proficiency in Microsoft Office

  • Ability to multi-task is essential

  • Working knowledge of Donor databases

  • Ability to communicate very clearly and effectively via letters, contracts, emails, telephone, and in person

  • Ability to juggle several high-profile projects and manage many tasks at once

  • Excellent oral and written communication skills

  • Many evenings and occasional weekend time will be required

  • Highly organized with attention to detail a must

  • Very strong interpersonal skills

Preferred Qualifications 

  • Experience with Tessitura

  • Proposal preparation experience

  • Ability to react quickly and efficiently

  • Ability to be discreet and flexible

  • Institutionally goal oriented while department-minded

View full listing and apply here.

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