Full Time Position
Events and Board Relations Coordinator
About the Position
The Santa Fe Chamber Music Festival hosts a combination of cultivation, stewardship, and fund-raising events along with board-related meetings and activities annually that are designed to engage Festival’s key stakeholders and to build positive and sustainable relationships for the future. The Santa Fe Chamber Music Festival seeks an experienced, take charge professional with ability to manage administration and logistics of these activities in support of the Director of Development and the Festival.
The professional in this role will also serve as Board Relations liaison, the scope of which includes preparing for quarterly board meetings and related Board Committee meetings, attending Board and Committee meetings and taking minutes during each session, preparation and distribution of meeting materials, and organizing the annual Board Dinner.
The Events and Board Relations Coordinator works with the Director of Development to initiate and implement appropriate strategies for engagement of the Santa Fe Chamber Music Festival’s key constituencies.
The individual in this position must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends. This relationship should be characterized by effective communication and willingness to aid and support the growth of the division’s fund raising. S/he also works in collaboration with the Santa Fe Chamber Festival team members.
The Events and Board Relations Coordinator should have a love for special events management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.
The Development Associate is an exempt position, reporting to the Director of Development.
Responsibilities
• Organize & oversee all aspects of the Festival’s annual Gala, held in July and manage and grow the gala auction year-to-year
• Organize Artists’ Circle events for high-end donors (four a year)
• Organize annual Board Dinner
• Organize the Festival’s Annual Platinum Dinner – a thank you dinner for high-end donors of the Festival
• Serve as Board liaison, which includes organizing all Board meetings and related committee meetings, which happen four times a year. Coordinate details; distribution of meeting notifications and materials; take and type minutes at all meetings and distribute.
• Support the Director of Development as needed and with special projects that arise
Event Planning and Production
• Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (flowers, linens, color schemes, etc.) to meet the quality expectations of the Board of Directors
• Assertively gather information on each project to achieve quality event productions.
• Conduct research, make site visits, and find resources to ensure quality event experiences.
• Create and revise room layouts for each event.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on event-related matters.
• Assist with managing on-site production and clean up for events as necessary.
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required.
Event Administration
• Assist with preparing budgets and other necessary spreadsheets and event tracking documents and provide periodic progress reports to Director of Development for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Prepare and modify event contracts as requested.
Qualifications
• Excellent communication skills, including writing, proof reading skills, and speaking.
• Ability to manage multiple projects and work assignments.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to accomplish projects with little supervision.
• High level customer service ethic and expectations for quality.
• At least 3 years’ experience with office administrative management, nonprofit experience preferred.
• At least 1-year experience coordinating special events.
• Proficient using Microsoft Word, Excel, PowerPoint, email and web searches.
This position description is not all-inclusive and is only intended to identify the major responsibilities and requirements of this job.
Benefits
Medical and dental insurance, 401(k) retirement plan, liberal vacation and holiday policy, opportunity to live and work in a beautiful, historic location.
To Apply
Please send resume, references and letter of application by email or post to:
Cece Derringer
Director of Development
Santa Fe Chamber Music Festival
PO Box 2227
Santa Fe, NM 87504-2227
2019 Seasonal Positions
The Santa Fe Chamber Music Festival is now accepting applications for two seasonal staff positions. Successful candidates will be integral members of the Festival staff for its 47th Season in July and August, 2019.
How to apply:
Please email cover letter, resume, and two letters of reference. Please specify in the subject line which position, or positions, you are applying for. APPLICATION DEADLINE: February 15, 2019.
Artistic Administration Intern
The Artistic Administration Intern participates in all artist services for the six-week summer season. Primary duties include maintaining the Artistic Director’s calendar, welcoming and orienting artists, coordinating airport ground transportation, preparing and distributing artist information materials, and assisting with music preparation.
A successful applicant will have a classical music background; a valid driver’s license; good communication, people, organizational, and computer skills; a positive attitude; the ability to work calmly in a fast-paced environment; and be 21 years old by July 10, 2019. Enrollment in Arts Administration program and prior experience working with artists are both a plus.
Term of employment: June 24 – August 21, 2019. Stipend $550 per week, housing in Santa Fe is provided.
House Manager
The House Manager oversees the front-of-house activities for all performances. Primary duties include training and directing volunteer ushers, preparing program books, preparing and opening the house, supervising lobby, ensuring comfort and safety of patrons, and preparing the green room for festival artists.
A successful applicant will have experience in house management and working with volunteers; strong organizational and people skills; the ability to lift heavy boxes of program books; and the ability to work with grace under pressure, make quick decisions, and handle emergencies.
Term of employment: July 9 – August 20, 2019.
Compensation commensurate with experience, housing in Santa Fe is provided.
Ticket Office Representative
(Full and part time positions available starting in July)
The primary responsibility of this position is to provide the audience with a positive initial experience at the Santa Fe Chamber Music Festival. This is created by aiding patrons with accurate event information and assisting them in purchasing and/or picking up tickets to Festival events. You are expected to work cooperatively with all employees of the Festival, the NM Museum of Art and the Lensic Performing Arts Center in maintaining a high level of customer service.
Responsibilities:
- Provide all guests a positive first impression of the Festival by offering superior, individualized guest service.
- Provide information regarding Festival events and facilities via face-to-face communication and telephone.
- Maintain and nurture relationships with regular patrons, board members, donors, sponsors, members, NM Museum of Art staff, Lensic staff, and the general public, encouraging casual and new guests to visit on a more regular basis.
- Accurately operate the Tessitura ticketing system to sell tickets for Festival events. This includes being responsible for the “fish” token needed to operate Tessitura.
- Process ticket sales at the ticket office, by internet, phone and by mail; sell tickets, collect money, process credit card orders, operate a computer, make change and keep accurate records of monies taken in and tickets sold through the ticket office.
- Open and close assigned workstation, which includes an assigned cash drawer, as spelled out in ticket office handbook.
- Balance assigned cash drawer to end of day reports.
- Pull will-call tickets for events.
- Problem-solve by effectively communicating with guests to locate and deliver will-call/guest list tickets.
- Operate Festival gift shop as needed.
- Help with guest artists CD signings as needed.
- Perform other duties and special projects as assigned.
Qualifications:
- Ability to communicate positively with patrons to establish their needs efficiently and courteously.
- Ability to smile, be friendly, professional, and enthusiastic.
- Ability to work flexible hours according to event schedules; ability to work extended and irregular hours including weekends.
- Be computer proficient including Microsoft Excel and Word.
This position description is not all-inclusive and is only intended to identify the major responsibilities and requirements of this job.
Please respond with short resume. References will be required if interviewed. All inquiries kept confidential. No phone calls.
The Santa Fe Chamber Music Festival is an internationally acclaimed six-week summer festival of over 45 chamber music concerts and youth concerts performed by world-class musicians. Under the artistic leadership of Artistic Director Marc Neikrug, the Festival gathers artists from around the world to perform in Santa Fe.
