Center for the Arts Evergreen: Event Coordinator/Administrative Assistant

Job Description:Founded in 1974, Center for the Arts Evergreen (CAE) has been a leader in advocacy and support for visual and performing arts in its surrounding mountain communities by providing programming, exhibitions, classes, festivals, concerts, and special events for the community.The primary responsibilities of the Event Coordinator/Administrative Assistant will be to manage events and festivals for Center for the Arts Evergreen and serve as an administrative assistant to the management team.

This position will work closely with all staff, designated committees of the Board of Directors, volunteers, and corresponding volunteer organizations, as well as artists, vendors, entertainers, and partnering entities.RESPONSIBILITIESEvent Planning (65%)Planning and managing 30-35 events per year (some nights and weekends) including:2 major festivals: Summerfest 5000+ attendees and Winterfest 600+ attendeesDay of the Arts community eventAnnual concert series: 3-6 concerts/yearWork with Executive Director and Senior Director to coordinate logistics/food and drink for 9 exhibition receptions/year and 12-15 meetings, panel discussions, networking events/yearBuild and adhere to an event budget to avoid project overrunsManage artists and vendor applications for festivals and marketsManage event set up, tear down, and follow-upsProactively handle any arising issues and troubleshoot any emerging problems on event daysWork with local government entities, recreational districts, and schools to effectively complete and execute permits, contracts, and licensesManagement of scheduling and rental agreement contractsEnsure compliance with insurance, legal, health, and safety obligationsRecruit and manage volunteers for eventsWork with Senior Director to recruit and manage volunteers for in-office projects and staffingAdministrative Assistant (35%)Manage CRM database for donors, members, and studentsWork with volunteers to manage membership communication (new member cards, membership renewals)Assist Executive Director and management staff with mailings, reports, and general administrative tasksAssist Senior Director with administrative duties for all exhibitions and classesRecruit new artists/vendors, manage inventory, and create retail displays for The Painted Brush (CAE’s Gift Shop)Answer main organizational phone line and email address: tracking messages, answering questionsWork with customers and clients at the front desk to identify their needs and ensure customer satisfactionREQUIREMENTS/QUALIFICATIONSMust have good customer service skills and professional demeanorProven experience as an events planner or organizerExcellent time management, communication skills, and attention to detailSales skills and ability to build productive business relationshipsAbility to manage multiple projects independentlyEstablish standardized event procedures and train staff on properly executing themCapable of working with internal and external teams and partnersPositive attitude and ability to stay calm under pressureExceptional multitasking skills to manage multiple projects independently and consistently.Proficient in Microsoft Suite: Excel, Word, PowerPoint.

(Mail merges, spreadsheets, etc.)Excellent written and oral communication skillsAbility to carry at least 40 lbs.

and to stand for an extended period, occasionally outdoors or on uneven surfacesWorking knowledge of social media is a plusSome experience with WordPress or other WYSIWYG web platforms is a plusJob Type: Full-timePay: $35,000.00 $40,000.00 per yearBenefits:401(k)Paid time offSchedule:Monday to FridayWeekend availabilityEducation:Associate (Preferred)Experience:Events management: 2 years (Preferred)Database administration: 1 year (Preferred)Work Location: One location