Associate Director, Special Events

Description

Information & Responsibilities

Reporting to the Director of Alumnx and Family Engagement, the Associate Director of Events will organize and plan Advancements’ entire suite of small and large-scale events for external audiences including donors, prospective donors, and other constituent groups and individuals that the Institute seeks to engage in our community. The Associate Director of Events must create unique exemplary experiences from start to finish including goal setting, concept design, logistics coordination, and event budget management. All Advancement events are unique opportunities to build relationships with supporters of higher education as well as the arts. Events will range from intimate donor events, alumnx and family campus and regional programs, to largescale productions and more. Larger productions may include themed entertainment and theatrical elements.

Essential Job Functions
 

Signature Events

• Work collaboratively with the Director of Alumnx and Family Engagement and other colleagues in the Advancement Office to execute the strategic vision of Advancements’ entire suite of external audience-facing events. This includes but is not limited to annual engagement and fundraising events including:
  • Quarterly experiential cultivation and stewardship events throughout Los Angeles and in our major national regions including the Bay Area and New York
  • The CalArts Gala at our own REDCAT theater in downtown Los Angeles
  • Mid-size events at the South Pasadena Cattern House (president’s institutional residence) which features unique indoor and outdoor exhibition and performance spaces
  • Highly personalized salons hosted by our volunteers, supporters, and trustees
  • Other special events as assigned
• In 2022/23 there will be a variety of celebrations to design and lead that honor CalArts’ 50th Anniversary - inlcuding on campus, reunions, to hybrid speaker series with some of our most influential alumnx and current students

Alumnx and Family Engagement Events

• Work alongside the Engagement team when needed to assist with the planning and production of select school-based initiatives specifically for alumnx, families, and students
• Project manage logistics for division tent pole activities
• Welcome Receptions and Student Send-offs around the country, hosted by alumnx and current families
• Regional Experiences including group experiences at artistic venues, private studios, or behind-the-scenes opportunities throughout the entertainment industry venues
• On-campus and hybrid professional development events for students and alumnx
• Other opportunities and event as assigned

Logistics

• Lead the coordination and production management of all activities involved in the planning and implementation of Advancement eventsOrganize events volunteers including host committees and day-of volunteers as needed
• Coordinate cross departmentally on event invitations and RSVP processes          
• Coordinate with vendors and venues to execute events Secure all necessary manpower, equipment, materials, and supplies for event set-up
• Complete necessary documentation including contracts, deposits, and correspondence
• Oversee tracking of deliverables during production including call sheets, schedules, travel itineraries, etc.
• Attend the event and coordinate activities, vendors, set-up, and break-down
• Budget creation, management and reconciliation for all events
• Ability to work independently and in a team environment
• Strong interpersonal skills in order to liaise details and responsibilities between production staff, vendors, and the Advancement division and others at the Institute
• Ability to pay attention to details and be organized
• Maintain an inventory of event supplies and coordinate signage and other assets with the Communications team
• Ability to draft a marketing plan for an event to be executed by Advancement Communications and other Communications colleagues at the Institute
• Oversee project based freelance staff and crew as needed to ensure the event is in line with Institute standards, as well as act as an internal resource for freelance or production personnel with regards to CalArts’ policies and procedures
• Working knowledge of production elements (audio, video, lighting, staging, etc) and how to integrate such elements together to achieve successful events
• Some heavy lifting may be required, 30+ lbs.
• Perform other duties or special projects as assigned

Further Information

The Advancement Division works in a hybrid model, spending 1-2 days per week on campus or at in-person