What are the responsibilities and job description for the Temporary Gala Assistant position at New York Shakespeare Festival?
Job Description
Job Description
The Special Events Team is looking for an enthusiastic and detail-oriented candidate to help support The Public Theater’s Annual Gala which is taking place June 10, 2025. This role will assist the department with daily tasks in preparation for the event, including building invite lists and sending invitations, processing RSVPs and donations, and communicating with donors over email and phone. Reporting to the Director, Special Events this role will have the opportunity to experience and support the fundraising and coordination needed for a large-scale event. This position is full-time, working approximately 40 hours / week, from February / March through August, with some nights and weekends required. This is a hybrid position that can work from home but is required to be on-site for events, invitation mailings, and other office days as needed.
Specific responsibilities include, but are not limited to :
- Manage all donation tracking, ticket sales, and solicitation activity in Tessitura for the Gala.
- Handle outgoing and incoming emails and calls for ticket sales and event confirmations.
- Communicate event information to internal and external stakeholders.
- Maintain all event sales and attendance reports.
- Assisting in building email invitations in email client when needed
- Execute Gala invitation mailings and coordinate in-house volunteer efforts.
- Process gift forms and collect pledges for donations into database.
- Assisting in the solicitation of auction items and the building of our online auction on the GiveSmart platform
- Help coordinate donor program acknowledgment.
- Work with the Advancement Services team to send invoices and execute pledge payment follow up, create and send tax acknowledgment letters, and reconcile revenue.
- Supports Events team on all Gala administrative needs.
- Assist in ticketing for the Annual Gala and all other Special Events during this time.
- Attend additional partner events and opening nights to work check-in as needed.
- Additional duties to be assigned as needed.
Qualifications :
The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.
Please apply online via our career portal, located at https : / / publictheater.org / careers
For any position related questions, please inquire at jobs@publictheater.org
No Phone Calls please.
