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About the Role

Brooklyn Academy of Music (BAM) is seeking a Special Events Coordinator to support the planning and execution of fundraising and donor cultivation events, ensuring seamless experiences for donors, trustees, and guests.

Responsibilities

• Support the execution of all fundraising and cultivation events, from intimate donor dinners to Opening Nights and BAM’s annual gala.
• Maintain the special events calendar and inform internal partners of timelines and needs.
• Keep event records, guest lists, and donor data accurate and up to date in Tessitura, Zkipster, Workfront, and other internal systems.
• Maintain accurate department budget records in partnership with the Director of Special Events and the Finance team.
• Coordinate event logistics, including venue setup, catering, vendors, run-of-show documents, and day-of staffing plans.
• Assist with advance preparation, staffing matrixes, and day/evening-of tasks for events.
• Manage guest list logistics, including RSVPs, check-in, seating chart preparation, and dietary and accessibility needs.
• Maintain accurate solicitation and relationship records in Tessitura, including board-leveraged acquisitions and event attendance history.
• Draft and route event materials, coordinating with Design and Marketing/Communications on production timelines.
• Support benefit fulfillment for event sponsors and table buyers, tracking deliverables and ensuring commitments are met.
• Maintain department’s event budget records, including entering invoices, reconciling monthly credit card statements, and tracking expenses.
• Participate in quarterly check-ins with the Finance team, helping prepare expense summaries.
• Update events and partnership calendars so all divisions involved are aware of events and timelines.
• Liaise cross-departmentally with various departments as needed.
• Assist other departments planning events on the BAM campus as needed.

Requirements

• Bachelor’s degree or equivalent work experience.
• 1–3 years of experience in events, hospitality, development, or arts administration (internships and part-time experience welcome).
• Proficiency in Microsoft Office Suite.
• Familiarity with donor databases (Tessitura a plus) or eagerness to learn.
• Comfort with basic financial administration (invoice processing, expense tracking).
• Clear, professional communication skills via email, phone, and in person.
• Ability to juggle multiple projects and shifting priorities with grace.
• Strong organizational skills and sharp attention to detail.
• Discretion in handling confidential donor information.
• Genuine enthusiasm for events and for BAM’s mission.
• Calm and resourceful under pressure, especially in live event settings.
• Warm, poised presence with donors, trustees, and guests.
• Eager to learn and grow within Advancement.
• Flexible, collaborative, and institutionally minded.
• Employees must meet all of the following criteria to be considered for an interview: Completed at least 1 year of continuous, active service in current position. (Positions excluded include, but are not limited to, temporary assignments, and probationary employees): Meet the experience and skills requirements as outlined in the job post; Be employed in the current position for at least one year: Performed in a satisfactory manner without any corrective actions in the last 12 months.

Skills

• Microsoft Office Suite
• Tessitura
• Zkipster
• Workfront
• Event planning
• Donor relations
• Budget management
• Logistics coordination
• Guest management
• Communication
• Organization
• Attention to detail
• Financial administration

Location

• Brooklyn, NY

Work Type

• Full-Time
• On-site at BAM 3+ days a week
• Occasional hybrid days
• Weekend and evening work

Experience Level

• 1-3 years

Education Level

• Bachelor's degree or equivalent work experience

Salary/Compensations

• $55,000.00 - $55,000.00 Salary/year

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Retirement plan opportunities (401(k) and pension plans)
• Access to BAM's programming

About the Company

• Brooklyn Academy of Music (BAM) is a multi-disciplinary arts center located in Brooklyn, New York.
• For more than 150 years, BAM has been the home for adventurous artists, audiences, and ideas—engaging both global and local communities.
• With world-renowned programming in theater, dance, music, opera, film, and much more, BAM showcases the work of emerging artists and innovative modern masters.

Equal Opportunity

• Brooklyn Academy of Music is an Equal Opportunity Employer.
• BAM recognizes that historic institutional practices lead to a non-inclusive environment and is working to address diversity and inclusion in all forms.
• Individuals in BAM are experiencing their own pace during this process, which is not uncommon when addressing power and privilege.
• The Advancement division supports and continues to take part in this process.