Website Writers Theatre
Position: Special Events Coordinator
Location: Glencoe/Chicago, IL (hybrid)
Department: Advancement
Classification: Full Time
Salary Range: $46,000 – $50,000 – commensurate with experience
Reports To:
– Director of Advancement
– Works closely with Advancement, Marketing, and Artistic departments as well as the Front of House and Box Office
About Writers Theatre
Writers Theatre (WT) is a nationally recognized, award-winning theater company located on Chicago’s North Shore, acclaimed for its intimate productions, bold new work, and exceptional artistry. With a commitment to telling powerful stories and serving as a cultural anchor in our community, we strive to create transformative experiences both on and off the stage. With an annual operating budget of $6.5 Million, the theatre, now in its 34th season, is a major Chicagoland cultural destination with a national reputation for excellence, being called “America’s finest regional theater company” by The Wall Street Journal. Under the leadership of Executive Director Kathryn M. Lipuma and Alexandra C. and John D. Nichols Artistic Director Braden Abraham, the company is charting a path forward for its future.
Position Summary
The Special Events Coordinator (SEC) will lead event planning and execution for the organization, including leading efforts surrounding the annual WordPlay Gala.
The SEC will work collaboratively across teams to ensure the success of engaging advancement functions for the organization including but not limited to Opening Nights, Director’s Society programming, donor trips, private events, and stewardship dinners.
Working with the Director of Advancement, the SEC will help set and manage contributed revenue strategies for the annual WordPlay Gala, including drafting gala solicitations and acknowledgements.
Working with the Director of Advancement, the SEC will help report out on WordPlay Gala goals and progress, as well as develop processes for gala prospect research.
The SEC is expected to run all advancement related events at the theatre. There will be some nights and weekends that this position is required to work dependent on the advancement calendar.
Primary Responsibilities
Event Logistics and Planning
Plan, execute, and run all advancement related events, in partnership with Director of Advancement, including the annual WordPlay Gala
Regularly communicate with vendors and meet with prospective new vendors to ensure unique event needs are met
Collaborate with Artistic and Front of House/Box Office departments to be a well trusted source of knowledge for Writers Theatre events and programming
Maintain event budgets throughout the year to ensure costs align with annual budget
Donor and Volunteer Stewardship
Track RSVPs for all related advancement events and communicate with donors regarding their event needs
Assist DOA with ongoing WordPlay Gala reporting to a variety of stakeholders, including to the Advancement Committee
Work with select Trustees on WordPlay Gala peer-to-peer solicitations and acknowledgements
Develop processes around event donor research
Daily maintenance and input into Tessitura regarding donor event activities
Additional duties as assigned.
Qualifications & Key Competencies
The successful candidate will have:
Two or more years of event management experience
Superior organizational and time management skills
Self-motivation to start and execute projects
Knowledge of Tessitura software or equivalent CRM
The ability to empathize with donors, patrons and staff
Enthusiasm and appreciation for live theatre
Flexibility, creativity and poise under pressure
Excellent written and verbal communication skills
Ability to correctly assess priorities and meet deadlines
Proficiency in Microsoft Office Suite
WORK ENVIRONMENT
General admin work hours are Monday through Friday, 9:30 – 5:30 pm
Evening, weekend, and holiday hours will be necessary.
This is hybrid work position, with offices/theatre building located in Glencoe, IL
Benefits include: medical, dental and disability insurance, vacation and other paid leave, a 403(b)-retirement plan (with employer match) and medical and dependent care cafeteria plans.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
WT is an equal opportunity employer, dedicated to creating and sustaining a diverse and inclusive organizational culture and promoting a safe, supportive, and collaborative work environment conducive to professional and personal growth. 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, or veteran status.
Please find more information on our culture and specific policies at the following links:
· https://www.writerstheatre.org/about/work-with-us
· https://www.writerstheatre.org/about/mission-values
Qualified and interested candidates should email a cover letter, resume and any salary requirements to jobs@writerstheatre.org with the subject line “2025 SEC Application – (LAST NAME)”
Want to help us improve our hiring process? Please include where you found this job posting when you email us your materials. No phone calls please.
To apply for this job email your details to jobs@writerstheatre.org