In coordination with the Vice President of Philanthropy and President & CEO, plan, manage, execute, and evaluate all aspects of fundraising, donor benefit, cultivation and stewardship, and sponsor events including 2-3 large fundraising events or trips, donor Giving Circle benefit events and donor rooms, and 30 smaller dinners and receptions for donors and corporate sponsors annually
Provide content and manage master events calendar in coordination with other departments; prepare monthly events report for OPC meetings, board meetings, and board committee meetings; keep all departments updated monthly through open cross-departmental communication; and provide FAQ event details for Box Office staff and Front Desk volunteers leading up to events
Determine event vision, budget, venue, guest list, and goals with Vice President and President & CEO prior to each event
Ensure achievement of desired outcomes for all events including revenue goals; and develop team strategy to achieve revenue goals
Work with vendors to manage events budgets, provide budget benchmarking detail for Philanthropy department on a quarterly basis, and reconcile budgets after events; track event and donor room expenses, and ensure invoices are paid and recorded
Create timelines and internal and external event briefings, including speaking points
Work with Philanthropy staff and Information Processing and Fulfillment Manager to request and acquire data-informed invitation lists and to track event attendance in database
Draft copy and print or order event invitations, envelopes, name tags, signage, event programs, and other collateral
Track and manage event RSVPs and reminders
Manage event logistics and production, including catering and external vendors, to ensure event expectations are met
Ensure participation and integration of North Carolina Symphony artistic leadership and musicians in events, with guidance from Vice President of Philanthropy and President & CEO
Serve as a staff liaison for volunteer committees; arrange and manage event volunteers
Guide Philanthropy team, other NCS staff (as applicable), and vendors in day-of event execution
Propose and execute event follow-up plans
Conduct event debriefing meetings, track feedback, and make recommendations for future improvements
Make all arrangements for donor rooms at concert venues including negotiating contracts and communicating with vendors for reservations, catering, set-up, flowers and chocolates, and communicating with trustee hosts
Prepare and maintain concert duty schedule for Philanthropy department assignments, and input Philanthropy information into timing sheets
Organize and maintain files of Philanthropy photos, and manage selecting photos for Philanthropy projects, events, and publications
Research event ideas, venues, and potential programs; keep abreast of other community events that would be of interest to our donors and look for potential conflicts regarding event dates, times, themes, etc.
The duties listed above are not all inclusive. The person in this position is expected to perform other work-related duties as assigned even though they may not be considered primary duties.
Strong project management skills with a track record of exceeding expectations while delivering on-time and on-budget results in a complex, result-oriented, fast-paced environment where excellence and attention to detail are paramount
Dynamic self-starter, action-oriented, decisive, quick study with proven ability to accurately analyze information and act, while seeking guidance or assistance when needed
Excellent verbal and written communication skills
Strong interpersonal and relationship-building skills; demonstrated ability to lead teams of peers, vendors, and volunteers
Highly developed planning, and organizational abilities, and superior attention to detail
Ability to manage a high volume of work at a high level with strict deadlines; persistence, perseverance, tenacity, integrity, and patience
Ability to generate creative high quality ideas for event planning and execution
Ability to prioritize and manage multiple project simultaneously, taking responsibility for the completion of each by its respective deadline
Ability to think strategically, with an understanding of patron loyalty and moves management
Knowledge of contemporary event communications and project management tools and resources
Excellent judgement, discretion, and professionalism in dealing with people; must be able to work independently but keep colleagues updated on event progress
High energy with a positive attitude and the ability to provide superior patron service
Team-oriented, flexible, positive, personable and willing to learn
Professional appearance and demeanor
Must be able to support and implement the mission, vision and values of the North Carolina Symphony; knowledge of and interest in orchestral music is a plus
Proficiency in Microsoft Office programs
Experience with donor databases
Ability to travel and work outside traditional office hours
Bachelor’s degree and at least three years of experience in event coordination, leadership, and fundraising success
About North Carolina Symphony
Founded in 1932, the North Carolina Symphony (NCS) is a vital and honored component of North Carolina’s cultural life. Its 175 concerts and events annually are greeted with enthusiasm by adults and schoolchildren in more than 90 North Carolina counties—in communities large and small, and in concert halls, auditoriums, gymnasiums, restaurants, clubs, and outdoor settings. The Symphony’s 66 full-time professional musicians perform under the artistic leadership of Music Director Grant Llewellyn.
NCS’s state headquarters venue is the spectacular Meymandi Concert Hall at the Duke Energy Center for the Performing Arts in downtown Raleigh. The Symphony’s service across the state includes series in Chapel Hill, Fayetteville, New Bern, Southern Pines, and Wilmington, as well as the Summerfest series at its summer home, the outdoor Koka Booth Amphitheatre in Cary. Collaborating with performers that range from classical artists, to banjo players, to jazz bands, NCS brings some of the world’s greatest talents to North Carolina.
Committed to engaging students of all ages across North Carolina, NCS leads the most extensive education program of any U.S. orchestra. In alignment with the curr...iculum set by the North Carolina Department of Public Instruction, the Symphony provides training and resources for teachers, sends small ensembles into classrooms, and presents full-orchestra Education Concerts experienced by more than 55,000 4th and 5th graders each year. Music Discovery for preschoolers combines music with storytelling, and at the middle and high school levels, students have opportunities to work directly with NCS artists and perform for NCS audiences.
NCS is dedicated to giving voice to new art, and has presented 47 U.S. or world premieres in its history. In March 2017, NCS appeared at The John F. Kennedy Center for the Performing Arts in Washington, D.C., as one of four orchestras chosen for the inaugural year of SHIFT: A Festival of American Orchestras—an honor that recognized the Symphony’s innovative community partnerships and creative programming that inspires increased interest in new music.