Special Events Officer

Job Title

Special Events Officer

Our Mission

Segerstrom Center for the Arts believes in the power of performing arts to transform lives and that the shared experience and exploration of the arts will help unite Orange County, creating a more culturally connected and vital community. We will help shape the Orange County of the future through meaningful collaborations with diverse communities, embracing creativity in all its forms and enabling a more inclusive, vibrant performing arts scene at the Center and across the region. We will maintain the excellence of our core artistic and educational programs while demonstrating the entrepreneurial resolve to extend resources, know-how and creativity into the communities we engage with. The Center will be transformed into a cultural hub and dynamic town square deeply ingrained in the fabric of our community. Artistically ambitious yet accessible to all, the Center will shine as the very model of the successful performing arts center of the future. We will show that together we thrive when we make the arts matter.

Department

The development department builds key strategic relationships with our philanthropic community to raise critical funds for Segerstrom Center for the Arts, a non-profit organization. We work closely with individuals, corporations, and foundations to make the renowned, life-changing work we do possible, raising more than $14 million annually. Segerstrom Center for the Arts was built through philanthropy, and it is at the core of our vision for becoming the model of the successful performing arts center of the future.

Job Summary

The Special Events Officer is integral to the Center’s world class Events Program, which are at the heart of the fundraising strategy for the Development Department. This role is the project lead on nearly half of the department’s approximately 100 events a year and plays a key role in the Center’s marquis events, Candlelight Concert, Fire Bird Dinner, and the Segerstrom Center ICON Awards.

Job Duties

• Candlelight Concert (20%)
• Assist Senior Director of Special Events with writing Candlelight Concert materials such as Senior Leadership letters, Chair letters, and any other supporting materials needed for sales forms and information about the event
• Oversee the compilation of the commemorative journal. Draft key written pieces and delegate others, when appropriate, source photos, manage edits, circulate for proofing, make journal ad outreach, and ensure materials are gathered in a timely manner to meet Graphics and Printers deadlines
• Guest photo and gift organization and distribution, including uploading to Canto, managing printing and mailing, assist with photo book creation, framing keepsake frames for top underwriters, and managing safe delivery
• Any additional support, assisting Special Events Director and Vice President of Development

Event Lead (60%)

• Plan approximately 40 events per year, both on and off-site, including budget management, staffing, vendor selection and interdepartmental communication
• Liaise with vendors, Center staff, and donors involved with events
• Smaller Support Groups Fundraisers
• Drive date, venue, menu, entertainment and show selection in communication with other team members
• Create thematic and design concepts, direct graphics, and guest activities
• Build staffing plan and event timelines
• Research, select and negotiate with vendors, ensuring permit and insurance compliance with Center standards

Event Assist (10%)

• Assist the Senior Director of Special Events & Support Groups, and Manager of Special Events with the coordination of all fundraising, donor cultivation and recognition events including but not limited to; Cast Parties; Fire Bird Dinner; Board Salons, Friends and Circles events, Spring fundraiser, and Support group events.
• Work event check-in as needed
• Liaise with vendors, Center staff, and donors involved with events

Special Events Team Admin (10%)

• Use Canto software to upload and organize event photos
• Create post-event photo galleries
• Deploy event-specific communications, including evites, reminders to RSVP, confirmation emails, and thank you emails
• Achieve proficiency with the Tessitura database and promote best practices
• Track and log inventory for wine storage
• Maintain/nurture individual donor relationships and respond to requests for information
• Help collect receipts for monthly SPE credit card expense reports

Requirements

• Bachelor's degree
• Valid driver’s license and reliable transportation
• Fluent writing and speaking English
• At least two years of event planning experience
• Previous experience in an administrative role preferred
• A passion for the performing arts is beneficial

Competencies

• Works collaboratively with colleagues across the Center's departments and liaises effectively with external partners and vendors
• Brings strong operational knowledge, critical thinking, and creative problem-solving skills to identify insights and potential opportunities or process improvements
• Embraces ambiguity and change; performs consistently and flexibly even when priorities shift rapidly
• Welcomes new challenges
• Thrives with an energetic, results-driven approach even as tasks and deadlines build
• Comfortable with new technology
• Experience with financial analysis tools and reporting, particularly Excel
• Adept at data base management
• Proficient with other Microsoft software, including Word for mail merges, and Outlook for scheduling
• Strong attention to detail, including proofreading
• Highly organized
• Dedicated to accuracy and precision even when tackling high volumes
• Calm under pressure
• Excellent communication skills, both written and verbal

Physical Demands

• Frequently perform desk-based computer tasks, use telephone, and write by hand
• Ability to speak clearly with sufficient hearing to communicate effectively
• Occasionally lift or move up to 40 pounds for event support
• Physical stamina to be on feet for extended periods of time on event days

Work Conditions

• An indoor office environment with minimal noise distractions
• Remote work from home available one day per week when event schedule permits
• Occasional work on evenings and the weekends to support events

Compensation

• Salary range: $29.00 - $31.00 per hour
• 403B with match after probationary period
• Core Benefits Supplemental benefits
• Time Off (Vacation, Sick, Personal, Company Holidays, Early Release)

EEO-1 Statement: Segerstrom is an equal opportunity employer to all, regardless of age, ancestry, association with a member of a protected class, bereavement leave, color, disability (physical, intellectual/developmental, or mental health/psychiatric.), exercising the right to family care and medical leave related to serious health condition of employee or family member, child bonding, or military exigencies, engaging in protected activity, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture, religious creed (includes dress and grooming practices), reproductive health decision making, sex/gender, and sexual orientation

Job Type: Full-time

Pay: $29.00 - $31.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Evenings as needed
• Nights as needed
• Weekends as needed

Ability to Relocate:

• Costa Mesa, CA 92626: Relocate before starting work (Required)

Work Location: In person

Salary : $29 - $31