Job Opportunities

Position Description: Development Events Coordinator

Reports to: Director of Institutional Advancement

Department: Advancement

Overview: The Development Events Coordinator (DEC), in collaboration with the Director of Institutional Advancement, plans, executes, and coordinates logistics for all development events and space rentals for the Academy of Vocal Arts (AVA). The DEC values teamwork and collaboration, can prioritize assignments, and work under pressure to support AVA’s needs and goals. The DEC is responsible for all facets of the event processes, including planning timelines, budget management, vendors, and constituent data.

This role requires high visibility with Board members, donors, and patrons, offering opportunities to deepen relationships and contribute to AVA’s overall success. Additionally, the position offers the opportunity to work closely with AVA’s leadership, providing valuable experience for professionals seeking growth in nonprofit development and event management.

Responsibilities:

• With the Director of Institutional Advancement, manage the budgets and logistical execution for all Development events, and other cultivation and stewardship events for AVA as assigned.
• Manage all facets of the event process, including planning, timelines, implementation, and communications for small to large events (8-300+ guests).
• Work collaboratively with key stakeholders for events to identify format, inventory, capacity, and location, to create design concepts, and manage and provide an excellent overall guest experience.
• Coordinate with staff and vendors to ensure successful event design and guest experience.
• Provide clear communication and guidance to the AVA Team on event timelines, details, guest experience, and support needs, including registration and RSVP process, performance, and dinner seating.
• Ensure all event expenses are recorded, paid, and remain within budget guidelines as approved.
• Serve as primary liaison to AVA’s preferred caterer, Catering by Design.
• Liaise with Marketing and other departments for event support, like photography and ticketing needs.
• Manage all event data in Tessitura and adhere to data hygiene standards.
• Process event contributions in Tessitura, track RSVP status and guest attendance, and maintain records of event collateral.
• Track, maintain, and report on event budgets, attendance, and progress as needed.
• Attend and support AVA performances as required.

Skills Desired and Qualifications

• Bachelor’s Degree required and 1-3 years of fundraising or event coordination experience preferred.
• Demonstrated success in planning and executing multi-channel invitation and stewardship communications.
• Demonstrated ability to manage projects, working with mail houses, and understands the fundamentals of fundraising.
• Experience working with donor databases, especially Tessitura or Raiser’s Edge, is a plus.
• High level of proficiency with Microsoft Office suite (Word, Excel, etc.).

Specialized Knowledge, Skills, and Abilities

• Knowledge of opera or classical music is an asset, and experience working at a non-profit organization is a plus.
• Ability to lift and transport up to 40 lbs (boxes of wine, event supplies).
• Comfortable standing for extended periods (event set-up, guest reception).
• Willingness to assist with hands-on event logistics, including moving supplies, furniture, and other physical tasks as needed.
• Valid driver’s license required; occasional off-site event support (Bucks County, Main Line, etc.) to transport materials and staff events. AVA provides access to a shared vehicle when available.
• Outstanding interpersonal, oral, and written communication skills.
• Results-oriented, motivated, and entrepreneurial, and demonstrated ability to thrive in a small, collaborative, creative organization.
• Evenings and weekends required for events, with generous schedule flexibility during non-peak periods.

Type of Employment: Full-time, Salaried, Exempt
Salary Range: $52,000-$58,000

An equal-opportunity employer, the Academy of Vocal Arts is committed to fostering an environment in which employees from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive.

Please send a cover letter, resume, and salary requirements to Jason Ward, Director of Institutional Advancement, at jward@avaopera.org. No calls, please.