Events & Marketing Coordinator

Hawaiʻi Opera Theatre (HOT) seeks a dynamic, detail-oriented, self-motivated individual to plan, coordinate, and execute all HOT events, both on & off-site, including HOT’s largest fundraising event of the year—Opera Ball—and various events around HOT productions. Manage volunteer needs for events, including front of house volunteers for productions. Oversee & develop content for marketing channels including articles, interviews, photos, and video.

 

·        Plan and execute all aspects of a wide range of special events and programming for the company, both on and off-site, including HOT’s annual fundraising gala—Opera Ball, donor & patron events, marketing/education events and more, in collaboration with the Director of Advancement, Director of Production, and other department heads as appropriate.

·        Together with the Director of Advancement, produce printed and digital materials such as invitations, programs, letters, emails, announcements and/or other materials required for each event. Liaise with printers and mail houses for production of above materials. Ensure collateral and support materials for event and production needs are requested, delivered and in stock for various events.

·        Track event invites, RSVPS, and attendance against constituent records. Work directly with Patron Services Manager on any ticketing needs for events.

·        Staff the Board Opera Ball Committee, including scheduling meetings, taking meeting notes, distributing materials, following up with committee chairs on planning progress, etc.

·        Provide administrative support for the annual Opera Ball, including pulling target lists from Tessitura, maintenance of Greater Giving platform for Silent Auction, data entry for auction items, production of solicitation and acknowledgement letters, as well as on-site coordination.

·        Create and adhere to event budgets, timelines and report against KPI/revenue goals as established by the Director of Advancement.

·        Oversee & liaise with vendors for events including cost proposals, bookings, and invoices, serving as a day-of point of contact.

·        Work alongside Production Coordinator to recruit, steward and schedule volunteers for Advancement department needs including FOH support at performances, Special Events, Opera Ball, and more.

·        Solicit in-kind sponsorship and donation of goods & services for events, including but not limited to silent auction donations, food & beverage donations, and more.

·        Ensure event sponsors/partners are given proper recognition and agreement terms are fulfilled as it pertains to said event.

·        Oversee ACT II Fundraising Program liaising directly with Joyce Tomonari to provide support of the store. Inventory donated items, produce acknowledgement letters, and occasionally pick up donations. Balance cash box and assist with cashiering as needed. Reconcile day-end sales in Tessitura. Produce weekly content for ACT II promotions. Schedule & plan specialty shopping events.

·        Bachelor’s degree from an accredited college or university. Experience equivalent accepted.

·        Minimum 2 years of experience of related work experience.