Special Events Assistant

Special Events Assistant

CATEGORY: Administrative

Caramoor Center for Music & the Arts
Katonah, NY 10536

Job Details


Title: Special Events Assistant

Department: Development

Supervisor: Special Events Director

Employment Type: FT, non-exempt

Compensation: Compensation commensurate with experience

References: 3 required


Works closely with: Audience Services, Facilities, Rosen House, Marketing


The Special Events Assistant assists with the management and coordination of the company’s extensive calendar of year-round special events, public programs, and hospitality activities, and serves as the point-person for outside facility rentals. This role is year-round, with many events held on nights and weekends.


Job Duties & Responsibilities:

§  Special Events

o         Coordinates the production of events such as:

·         Cultivation Dinners and Stewardship Events, hosted by trustees and donors,

·         Rosen Society Dinner, Friends’ Garden Party, Intermission and Post-concert Receptions, and Symphony Court

·         Afternoon Teas and other hospitality-oriented programs;

  • Assists in managing and maintaining all events files, including project timelines, marketing collateral, vendor contracts, guest lists, and event staffing lists;
  • Maintains responses and commitments for all fundraising events utilizing Excel and Raiser’s Edge/Events Module;
  • Acts as the point person between staff and vendors leading up to and on day-of select events and public programs;
  • Provides onsite support during events;
  • Assists with the relationship management with caterers
  • Assists with the maintenance of the master calendar of company’s hospitality services required throughout the year;
  • Supports pre- and post-production tasks such as thank you calls, event follow up, thank you letters, and final income/expense reconciliation;
  • Supports other Directors of the Development department on projects as needed;


·         Facility Rentals

  • Serves as point of contact for facility rental inquiries;
  • Provides general information and facility guidelines;
  • Tracks bookings and provides analysis;
  • Gives guided tours;
  • Sees confirmed bookings through execution;


Required Skills and Qualifications:

  • Experience and Education:  Two plus (2+) years of experience in event planning and/or fundraising in an arts/nonprofit setting. Bachelor’s degree in related field a plus. 
  • Management Skills:  Strong problem-solving and project management skills.

Act as a respected and trusted member the Development team as information handled may be sensitive. Team player and self-starter who can display grace under pressure.

·         Customer Service & Communication Skills:  Must have a friendly and professional attitude and work well with the public to navigate different personality types among stakeholders including, seasonal staff, visitors, VIP donors, artists, senior management team & Board of Trustees.  Excellent interpersonal, verbal and written communication skills.

  • Collaboration:  Ability to work as part of the Caramoor family in a positive and professional manner.  Willingness to be very hands-on and flexible to work on a variety of assigned tasks. 

·         Administrative Skills:  Ability to maintain confidential information; highly organized and detail oriented with a strong work ethic.  Flexibility to adapt to changing priorities and new opportunities. Command of MS Office Word, Excel, Power Point, Outlook; Raiser’s Edge experience a plus.

  • Working Conditions:  Ability to work in a busy office environment, maneuver outdoors (in all weather conditions) on 90 acres of woodland trails, gravel path ways and spectacular gardens.  Must be able to work evenings and weekends, as needed.  Ability to lift/move up to 25lbs.  Ability to set up and breakdown for events. Valid driver’s license.


Benefits: This role is eligible for full-time benefits including medical insurance, life insurance, long term disability, retirement plan, and paid time off.


To Apply:  Please submit your cover letter and resume to personnel@caramoor.org with “Special Events Assistant” in the subject line.  We will contact candidates only being considered for the role.  No phone calls, please.


Caramoor is a cultural landmark and non-profit organization dedicated to enriching the lives of its audiences through innovative and diverse musical performances of the highest quality, mentoring young professional musicians, and engaging young children through interactive educational experiences that deepen their relationship to and understanding of music.  It’s also a pretty great place to work.  For more information about Caramoor please go to www.caramoor.org


At Caramoor, we are committed to a fair and equitable workplace. Caramoor is an Equal Opportunity Employer (EEO); this means that all aspects of employment, including recruiting, advertising, hiring, training, promotions, compensation, benefits, transfers, layoffs, return from layoffs, disciplinary action and discharge shall be conducted on the basis of qualification and ability without regard to race, religion, disability, sexual orientation, color, age, gender, national origin, citizenship, marital status, military and veteran status or any other basis protected by law.



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