Full-Time Events and Board Relations Manager
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, including the Board of Trustees, donors, sponsors and vendors.
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 staff.
The Events and Board Relations Coordinator should have a strong talent for special events design and management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.
The Events and Board Relations Manager is an exempt position, reporting to the Director of Development.
- Organize & oversee all aspects of the Festival’s annual major fund-raising event, held in July and manage and grow event revenue year-to-year
- Organize Artists’ Circle events for high-end donors (four a year)
- Organize annual Board Dinner
- Organize the annual Platinum Dinner – a thank you dinner for high-end donors of the Festival
- Assist the Director of Development in organizing trips for Board and key supporters
- Serve as Board liaison, which includes organizing five annual Board meetings and related committee meetings. Coordinate details; distribution of meeting notifications and materials; take and type minutes at all meetings and distribute.
- Manage the Festival’s ad trade program, corporate sponsorship and annual fund-raising event sponsorships
- Support the Director of Development as needed with special projects
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 event ideas and design elements to improve the event planning and implementation processes to achieve quality, successful event production.
- Conduct research, make site visits, and find resources to ensure quality event experiences.
- Create and revise room layouts for each event.
- Serve as liaison with vendors on event-related matters.
- Assist with managing on-site production and clean up for events as necessary.
- Prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating arrangements, place cards, etc.
- Close out all events as required and provide post event improvement challenges and budget reviews to the Development Director
- Assist with preparing budgets and other necessary spreadsheets and event tracking documents and provide pre and post progress reports to Director of Development for each event
- Keep track of event finances including check requests, invoicing, and reporting.
- Prepare and modify event contracts as requested
- Excellent communication skills, both written and spoken
- Impeccable proof-reading skills
- Ability to manage multiple projects and work assignments.
- Excellent, professional interpersonal skills both in person and by phone
- Ability to accomplish projects with little supervision as well as accept suggestions from management and staff as appropriate
- Customer service ethic and high expectations for quality.
- Bachelor’s and/or non-profit arts management degree preferred; significant work experience can substitute for the degree
- At least 3 years’ experience with office administrative management; 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.
Medical and dental insurance, 401(k) retirement plan, liberal vacation and holiday policy, opportunity to live and work in a beautiful, historic location.
Please send letter of application, resume and references by email or post (no phone calls, please) to:
Director of Development
Santa Fe Chamber Music Festival
PO Box 2227
Santa Fe, NM 87504-2227
About the Santa Fe Chamber Music Festival
The Santa Fe Chamber Music Festival is an internationally acclaimed classical music festival which gathers the world’s finest chamber music artists together each year in Santa Fe, New Mexico, to produce over 40 concerts in six weeks. Founded in 1972, the Festival is dedicated to artistic excellence and innovation.
Guided by the artistic leadership of composer/pianist Marc Neikrug, the Festival invites scores of distinguished musicians, along with emerging young talent, during its six-week season. Thousands of enthusiastic patrons return year after year to enjoy the Festival’s offerings, presented in the historic St. Francis Auditorium at the New Mexico Museum of Art and The Lensic Performing Arts Center, in Santa Fe. In addition, in the off-season the Festival reaches out to young people in Santa Fe schools with innovative and inspiring musical adventures.
Since 1980 the Festival has commissioned over 90 works from such eminent composers as Aaron Copland, Ned Rorem, Ellen Taaffe Zwilich, John Harbison, Gunther Schuller, Mark-Anthony Turnage, Steven Stucky, Brett Dean, Magnus Lindberg, William Bolcom, Roberto Sierra, and Kaija Saariaho among many others, thereby contributing significantly to contemporary chamber music repertoire.
Beginning in 1981 Festival performances have been broadcast on national radio networks, including the WFMT Fine Arts Network, American Public Radio, Minnesota Public Radio, and National Public Radio (NPR). The Festival currently produces a series of 13 hour-long broadcasts distributed by the WFMT Radio Network to radio stations worldwide. Performances are also heard on Performance Today.
Job Categories: Music. Job Types: Full-Time. Job Tags: administration, communication, fund-raising, management, manager, and music. States: New Mexico.
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