This position provides crucial event support to Director of Gambrell Center and Director of Learning Society for the programs associated with Arts at Queens and The Learning Society of Queens. These programs include six high-profile performances with 1000-2000 attendees and component donor-centered receptions, four intimate donor events, and a handful of additional events that arise annually. Scope of work serves both Queens donors and students along with general community attendees.
Successful candidates will have a passion for arts and culture and a commitment to lifelong learning.
This is a full-time, benefits-eligible position. This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week.
Essential Duties and Responsibilities:
Event Logistics and Support: Coordinates the logistical elements of all Arts at Queens and Learning Society events from inception to completion to meet expectations of production quality. Responsibilities include but are not limited to onsite coordination of events, ordering and maintenance of event supplies and materials, and production of those materials (e.g., name tags, sponsorship boards, and other items), arranging transportation, selecting event menus, event set-up, verifying calendar(s) are correct, and allocating and oversight of volunteers at events. Responsible for updating, maintaining and fulfilling event, vendor and volunteer project plans and documentation.
Vendor Management: With Directors, identifies and negotiates contracts for Arts at Queens and Learning Society events with event vendors and venues and acts as the primary and coordinating point of contact for these relationships in office and at offsite locations. Responsible for the vetting of vendors.
Sponsorship Fulfillment: Create, send and track sponsor commitment form. Track and process sponsorship payment. Send tickets, attendee letters and books if applicable. Manage guest experience including seating for sponsors.
Budgeting: Reviews and tracks event expenses, oversees execution and filing of vendor and venue contracts, executes the processing of purchase orders, invoices, check requests, deposits and reimbursements associated with event expenses.
Record Management: Responsible for the integrity of Raiser’s Edge database information identified, compiled and entered by event staff. Communication: Clear and proactive communication with internal and external audiences (e.g., vendors and participants) via email and phone, assists with general office tasks as needed.
Meeting and Event Set-Up & Execution: Coordinates set up and break down of meeting and event spaces as well as on-site program execution.
Secondary Duties and Responsibilities:
Other duties and special projects may be assigned to meet department and university needs.
Approximately 3 years event support experience, preferably in an advancement/donor-centric or academic environment
Proficiency with Microsoft Word, Outlook, Excel and PowerPoint; advanced skills in Microsoft Word (including skill with performing mail merges) and Excel required. Familiarity with Raiser’s Edge, AdAstra a plus
Excellent interpersonal and customer service skills and experience interacting successfully with a wide variety of constituencies (donors, ticket holders, faculty, staff, students)
Proven attention to detail, accuracy and timeliness
Excellent organizational and follow-up / follow-through skills to ensure timely completion of tasks
Ability to prioritize and accomplish multiple, competing tasks every day
Desire to contribute to a fast-paced team and help wherever it’s needed
A cheerful, upbeat outlook on life and burning desire to provide excellent customer service
Welcoming of feedback delivered in a supportive, helpful manner
Ability to work independently and as a member of a team
Ability to work nights and/or weekends for various events
Bachelor’s degree preferred, or equivalent combination of experience and education
Physical Requirements (with or without reasonable accommodation)
Eye-Hand Coordination: Requires hand-eye coordination and manual dexterity sufficient to operate a computer keyboard, copier, calculator and other office equipment.
Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.
Hearing: Able to hear average or normal conversations and receive ordinary information.
Visual Abilities: Average, ordinary, visual acuity necessary including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Physical Strength: Will regularly be required to sit, use hands to finger, handle or feel objects, tools and controls reach with hands and arms. Must be able to stand, walk, stoop, kneel, or crouch. Must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 20 pounds.
Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75-100% of the time.
Work in office environment, involving contact with faculty, staff, students, parents, service providers and vendors.
Work has deadlines, multiple interruptions, high volume and may be stressful at times.
Evening and weekend work is sometimes required to achieve objectives of the position and/or support of the External Relations team.
Nestled in a historic tree-filled neighborhood just minutes from Uptown Charlotte, Queens has provided students with transformational experiences for more than 160 years.
A private, co-ed, masters-level university, Queens serves undergrad and graduate students in academic programs across the liberal arts and sciences as well as the professional fields of business, communication, nursing, health and education. All degree programs are grounded in a liberal arts core to help students hone their critical thinking, problem solving and communication skills.
With a 10:1 student-faculty ratio, the university is known for its student-centered mentality, welcoming southern hospitality and talented and caring faculty. Queens fosters student success through an intimate learning environment and excellence in teaching.
In keeping with its Presbyterian heritage, responsibility and service to society are critical components of Queens' culture, as expressed in its motto "Not to be served, but to serve."
Queens emphasizes active, collaborative learning with a focus on a 21st century global curriculum that takes students beyond the classroom and into the Charlotte community and the world... at large. With the city of Charlotte as an extended campus, students have the opportunity to launch into abundant internships, community service and academic partnerships. Undergraduate students must complete at least two internships. In addition, the majority of Queens' undergraduates study internationally in hundreds of countries via faculty-led study tours, international internships, language-immersion programs and semester exchange opportunities.
By graduation, students have obtained a comprehensive education grounded in the liberal arts and filled with opportunities to ready them for successful careers and meaningful lives.