Events Associate

Job Description

The Events Associate helps design, plan and execute over 30 fundraising and stewardship events essential to the organization’s fundraising goals, including the annual Gala, Salons, Artist Dinners, and a variety of Leaders Circle and membership events. This position is the primary liaison between the Development and Production/Operations departments as well as outside parties involved in special events, and is central to effective communication for the department. The Events Associate will gain an excellent understanding of how a major arts presenter effectively builds a donor base through special events.

Reports to: Director of Development
Department: Development

About SFJAZZ: SFJAZZ is one of the world’s most popular and important presenters of jazz. The SFJAZZ Center is a beautiful and perfect stage for jazz artists and the community to celebrate the living American art form of jazz. The $64 million dollar Center launched in 2013 and the 33-year-old non-profit organization now crafts distinguished programming and education services from the heart of the San Francisco arts district.

Essential Functions:

  • Manage the coordination of timelines, logistics, and communications in the execution of 30+ Development events annually;
  • Serve as primary representative of the Development Department in weekly Production and Operations meetings; Keep the Development team up to date on key Production/Operations efforts, issues and initiatives;
  • Manage and assist in negotiating all Development reservations and listings in the organization’s event calendaring systems;
  • Identify and secure internal resources and assess potential conflicts in the planning of events, meetings, tours and other on-site donor activities;
  • Work events, manage volunteers and coordinate staff in the set-up, registration, breakdown and related aspects of events;
  • Assist in developing and managing event budgets, including tracking costs, processing invoices, and managing all department inventories;
  • Track event sales and RSVPs, including fielding questions from the public and generating sales and attendance reports;
  • Evaluate vendor proposals and select partners for events;
  • Create and maintain season Sponsor Trackers, working with gift officers in fulfilling benefits and ensuring successful recognition of donors at live events;
  • Assist the Director of Development in day-to-day management of the Development office, including meeting preparation, reimbursements, coordinating travel, etc.
  • Work collaboratively and professionally within the Development team and within the organization at large.
  • Any other duties as assigned.

Status and Scope:

  • Detail-oriented person with a passion for accuracy and thoroughness.
  • Demonstrated experience in critical thinking under pressure in public situations.
  • Experienced in using Microsoft Word, Excel, and other Office applications.
  • Excellent verbal and written communication skills.
  • Ability to appropriately handle confidential and sensitive documents.
  • Comfort in communicating effectively with diverse array of constituents.
  • Professional demeanor and appearance.
  • Interest in jazz and jazz related music.

Minimum Qualifications: Bachelor’s Degree with one year of direct experience within a nonprofit development department OR two years of progressive job related experience as an Administrative Assistant or Executive Assistant, as well as demonstrated experience in producing and managing events for a variety of stakeholders.

Working Conditions: The work schedule includes customary office hours plus potential for overtime hours during critical periods such as Festival weeks and special events. The position requires as- need work during evenings and weekends. Position also requires standing for long periods of time and the ability to lift 50+lbs.

Salary: Hourly, and based upon professional and academic experience.

To Apply: To be considered, please send us: your resume, cover letter and salary history to: jobs@sfjazz.org. Include “Events Associate” in the subject line.

SFJAZZ is an equal opportunity employer and is seeking to create a diverse and harmonious workplace.

Production Administrator

Job Description

The Production Administrator supports the Production department as well as the stage crew with all administrative needs. The Production Administrator coordinates with other departments principally Artistic, Box Office and Marketing to assemble and disseminate needed information for shows and events.

Reports to: Director of Production
Department: Production

About SFJAZZ: SFJAZZ is one of the world’s most popular and important presenters of jazz. The SFJAZZ Center is a beautiful and perfect stage for jazz artists and the community to celebrate the living American art form of Jazz. The $64 million dollar Center launched in 2013 and the 32-year-old non-profit organization now crafts distinguished Programming and Education services from the heart of the San Francisco arts district.

Essential Duties & Responsibilities:

  • Invoice processing and coding for Production department
  • Credit card statement processing and coding for Production department
  • Assist Production Manager(s) with Eventbooking.com calendar and schedules
  • Supervise and oversee Artist Assistants, including establishing Artist Wing protocols
  • Create schedule sheets, production sheets and google docs for all SFJAZZ Artistic and Education events
  • Create crew production packets for all shows
  • Create dressing room assignments
  • Research and help maintain mailing lists
  • Record minutes at Production meetings and distribute
  • Manage petty cash for department
  • Archive and maintain organization of all paperwork relating to Artistic shows and departmental expenses

Experience: Two-three years minimum experience in the entertainment field: artist relations, performing arts, theatre or related fields.

Working Conditions: Open-office environment for administrative duties. Performance spaces: 700-seat auditorium, 100-seat performance lab. Small workshop areas for technical staff, including crew room for breaks and meetings. Erratic schedule, some evenings and weekends, extended hours during certain production weeks.

Qualifications:

  • High School Diploma – minimum, some college a plus
  • Proficiency in multiple computer operating systems (Apple and Microsoft), including the following programs: Microsoft Excel, PowerPoint, Word

To Apply: Please send resume and cover letter to jobs@sfjazz.org Resumes without all the requested information or sent to other email addresses may not be considered. Resumes will be accepted until the position is filled. No phone calls please.

SFJAZZ is an equal opportunity employer and is seeking to create a diverse and harmonious workplace.

Rentals Sales Manager

Job Description

The Sales Manager, Rentals and Visiting Presenters, leads and directs all rentals for the new, technology driven, SFJAZZ Center located in the heart of San Francisco’s world-class Performing Arts District and vibrant Hayes Valley neighborhood. This is a great opportunity to bring high touch service and deliver unique customer experiences to a variety of clientele. The Sales Manager works closely with the Rental Manager and together book and execute a diverse portfolio of approximately 100 events a year. This role is ideal for candidates who enjoy selling and customer relations, are success driven, and work well in a dynamic and changing environment.

Reports to: CEO
Department: Rentals and Visiting Presenters

About SFJAZZ:SFJAZZ is one of the world’s most popular and important presenters of jazz. Rentals of the SFJAZZ Center take place year around for corporate conferences and meetings, performances and community events. The $64 million dollar Center launched in 2013 and the 33-year-old non-profit organization now crafts distinguished programming and education services from the heart of the San Francisco arts district. The budget for the 2015-16 Season is more than $14 million with about one and a half million coming from rentals.

Rental Sales & Scheduling:

  • Manage sales process with goal of achieving rental revenue goal for fiscal year
  • Receive, qualify & respond to all sales inquiries
  • Evaluate leads and generate client estimates
  • Plan and execute site tours
  • Manage sales funnel with regular follow ups
  • Generate, negotiate and close contracts
  • Issue internal notifications/communication on rental requests and confirmations
  • Manage turnover process to Rental Manager
  • Handle invoicing and settlements for actualized groups
  • Complete post event follow up for actualized groups
  • Accurately representing, and keeping current, all Rentals and Visiting Presenters department events in Scheduling/Event Management Software
  • Assist in developing rental and sales procedures
  • Manage rental financial reporting

Preferred Experience:

  • Ability to conceive, plan, and execute rentals at SFJAZZ
  • Demonstrated expertise in sales
  • Excellent verbal and written communication, presentation, and research skills
  • Excellent organizational skills and high attention to detail
  • Ability to manage multiple priorities, while meeting all deadlines
  • Experience with computers and a variety of computer applications (MS Word, Excel, Powerpoint); Artifax or other venue/event management software experience desirable
  • Prior experience working in a performing arts organization highly desirable
  • Knowledge and interest in jazz and related music is a plus

B.A. required; two to five years’ experience in hotel, conference, meetings, performing arts or related rentals experience highly desirable.

Minimum Qualifications: We offer a competitive salary based on qualifications, excellent benefits, and a casual work environment at a very dynamic office in San Francisco’s Hayes Valley.. Weekend and evening work may be required. The ability to speak business-level English and a California driver’s license are also required.

To Apply: To be considered for this position, submit resume and cover letter to jobs@sfjazz.org.

Please no phone calls or emails to any other addresses aside from jobs@sfjazz.org.

SAN FRANCISCO JAZZ ORGANIZATION (SFJAZZ) IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY OF STAFF.

High School All-Stars Alumni Program

Founded in 2013, the SFJAZZ High School All-Stars Alumni Program is designed to maintain engagement with High School All-Star program alumni in a way that fosters their own creativity and artistry. The Alumni Program not only recognizes and rewards High School All-Stars alumni for their work, it is valuable to current High School All-Stars as an educational and inspirational experience.

The All-Stars Alumni Program creates opportunities that include:

Mentoring the current crop of All-Stars - Alumni are paired one-on-one with current Mentorship Students in order to work on rehearsal strategies, gig planning, time management, auditions, and networking. Contact eputnam@sfjazz.org for more information.

Teaching artist positions - Alumni with pedagogical experience teach clinics during the year, free summer workshops during the summer, and sit on our audition panels as adjudicators.

Performance opportunities - In addition to major performances on both our stages, alumni are featured in Education programs such as Koret Discover Jazz, master classes, etc. The Education department also presents an annual Alumni Showcase in which an alumni bandleader is chosen to assemble a combo of alumni and perform original compositions and arrangements.

Commission awards - SFJAZZ Education supports High School All-Stars alumni through the commissioning of original pieces for the High School All-Stars Orchestra.

Online features - Alumni are highlighted in: monthly alumni interviews on the SFJAZZ blog, press features on HSAS and SFJAZZ Facebook pages, and promotion of upcoming performances. Alumni are also invited to be guest bloggers, especially in tandem with upcoming programing. Contact eputnam@sfjazz.org for more information.

Internships - All-Stars alumni are exclusively considered for SFJAZZ Education Department internships, both paid and unpaid. These internships function as real-world experience and research for performance studies, music education, business economics, musicology, ethnomusicology, program management, etc.

Education Administrative Assistant (Part-Time)

Job Description

The Education Administrative Assistant supports the Education Department with multiple tasks directly affecting day to day operations. Must be able to multi-task, be thoroughly organized, detail-oriented and deadline driven. Excellent computer skills needed; must be able to work independently and with limited input.

Reports to: Education Program Manager
Department: Education

About SFJAZZ: SFJAZZ is one of the world’s most popular and important presenters of jazz. The SFJAZZ Center is a beautiful and perfect stage for jazz artists and the community to celebrate the living American art form of jazz. The $64 million dollar Center launched in 2013 and the 33-year-old non-profit organization now crafts distinguished programming and education services from the heart of the San Francisco arts district.

Essential Duties & Responsibilities:

  • Manage and track department invoices and check requests
  • Take weekly meeting notes, following up on action items and calendaring as needed
  • Departmental surveys and Document management
  • Update Education contact lists regularly using Tessitura and Google Docs
  • Manage Internal Education Calendar
  • Assist with mailings as needed
  • Assist at Education events as needed (both on and off-site)
  • Research and help maintain mailing lists
  • Proof read marketing and website materials
  • Photo archiving
  • Assistance with Jazz in the Middle and Jazz in Session scheduling
  • Scanning and copying of music for ensembles and clinics
  • CD and supply inventory and sales tracking

Desired Qualifications:

  • Excellent written and verbal communications skills
  • Excellent organizational and time management skills
  • Positive and helpful outlook
  • Strong knowledge of Google Docs, Microsoft Word & Excel or similar programs
  • Experience using Tessitura (or commensurate knowledge of a similar database)
  • Ability to read music a plus but not necessary
  • Detail oriented, excellent proofreading skills
  • Ability to write a professional and clear email to a variety of clients
  • Non-profit and/or Performing Arts background
  • Minimum of 2 years of customer service experience
  • Basical music and music industry literacy a plus

Education: College degree preferred

To Apply: Please send resume and cover letter to jobs@sfjazz.org Resumes without all the requested information or sent to other email addresses may not be considered. Resumes will be accepted until the position is filled. No phone calls please.

SFJAZZ is an equal opportunity employer and is seeking to create a diverse and harmonious workplace.

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