Overview

REPORTS TO:  Director of Special Events

STATUS:          Full-time, non-exempt

 

Through artistic excellence coupled with innovative, relevant programming; initiatives to connect with and grow new audiences; engagement with communities to ignite creativity across Chicago; and a modernized Opera House that is the setting for truly great experiences, Lyric is leading the advancement of opera. This collaborative vision will deliver ever more exciting, thought-provoking and inclusive audience and community experiences – while increasing the gravitational pull of our art form, our company, and our city.

We are searching for an individual to coordinate and execute donor events and assist with the management of Lyric’s private dining space, The William B. and Catherine Graham Room.

Lyric Opera of Chicago’s Special Events Associate position will act as a resource interdepartmentally, cross-departmentally, and to our donors on various topics connecting to special events, the Graham Room, and donor benefits.

 

DUTIES AND RESPONSIBILITIES:

·         Demonstrate leadership in accordance with Lyric’s mission and vision.

 

Sponsor and Donor Stewardship Events

·         Responsible for the planning and execution of the following special events: Signature Events, Grand Benefactor Dinners and Receptions, Aria Society Dinner, master classes, and other contracted events that may arise with external parties.

o    Primary coordinator in the implementation of fundraising events and activities as assigned.

o    Act as liaison between a variety of donors and internal workforce.

o    Prepare invitation lists, printing and mailing of invitations, collecting RSVP’s and confirmation of hosts/hostesses.

o    Oversee room preparation and provide on-site primary support at events to check in guests and troubleshoot problems that may arise.

·         Provide assistance as assigned for the following special events: Planned Giving Events, including Overture Society Luncheons, Estate Planning/Planned Giving Seminars and Advisory Council Meetings, and other outreach events, Production Sponsorship Opening Night Dinners and cast parties, Stars of Lyric Opera at Millennium Park.

o    Act as liaison between a variety of vendors and internal workforce.

o    Prepare invitation lists, printing, and mailing of invitations, collecting RSVP’s and confirmation of hosts/hostesses.

o    Oversee room preparation and provide on-site primary support at events to check in guests and troubleshoot problems that may arise.

Assist with other events as assigned, including large gala support as requested.

 

The William B. and Catherine Graham Room

·         Assist with the management of Lyric’s private dining space, including the taking of reservations and cancellations, response to inquiries via Graham Room email account, and resolution of perceived customer service issues.

·         Assist with the preparation, updating, and distribution of attendance lists to internal contacts.

·         Maintain membership records, organize billing preparation, schedule room usage/maintenance, and track inventory and statistical data.

·         Create menus and wine lists.

·         Serve as a liaison to catering vendors and is the primary supervisor of catering staff regarding room set-up requirements for all events.

·         Create surveys for member feedback.

·         Assist with the development of the Graham Room member handbook.

·         Assist with entering all billing into Navision software to create monthly member invoices.

·         Manage the back-end information for Revel Point of Sales system.

 

Other

·         Maintain schedule of Graham Room and company-wide event calendar via ArtsVision.

·         Maintain office filing system and related Development department central filing and responsible for office invoices/bookkeeping.

·         Complete special projects and provide other clerical assistance to supervisor, as requested.

·         As the business evolves, so may this role. These duties may change as Lyric’s leadership identifies the need at any time.

 

KNOWLEDGE AND SKILLS:

·         Bachelor’s Degree from an accredited college or university or equivalent experience.

·         Two to three years of office and events experience strongly preferred.

·         Previous experience in an administrative/office support role to include a demonstrated orientation to detail and the ability to successfully resolve a variety of customer service issues.

·         Must be over the age of 21.

·         Strong organization, interpersonal, and written/oral communication skills required.

·         Must be available for regular night and weekend assignments.

·         Proficiency with MS-Office products (Word and Excel) is required.

·         Proficiency with Google (Gmail and Google Calendar are necessary).

·         Knowledge of Tessitura and ArtsVision a plus.

·         Ability to work and think independently, a motivated self-starter who also works well in a larger team.

 

WORK CONDITIONS:

·         Ability to oversee evening or weekend events, dining, or performances.

·         Ability to operate a computer keyboard, mouse, and to handle other office equipment.

·         Ability to lift 25+ lbs.

·         Ability to sit for an extended period of time.

 

The Lyric Opera of Chicago is committed to enhancing our diverse work environment and is proud to be an equal opportunity employer. Lyric does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply.

Instructions to Apply:

Please use the following link to submit your resume and cover letter: https://lyricopera.applytojob.com/apply/wP9fWtgk2b/Special-Events-Associate?source=League+of+Chicago+Theatres

Pay Range: N/A