Fairbanks Arts is hiring for an Event Coordinator!

Description

Fairbanks Arts Association is seeking an Event Coordinator (EC) to join our team. The position pays $18/hr, ranges 30-40 hours per week, and reports to the Executive Director. The EC works some evenings and weekends, depending on events. All scheduling to be approved by Fairbanks Arts’ Executive Director.

The EC works in cooperation with Fairbanks Arts’ staff and is responsible for deepening public participation and investment in Fairbanks Arts through the implementation of quality events. This position is an opportunity for someone to dive into the Fairbanks Arts community and is ideal for someone who enjoys interacting with the public, thinks critically, takes initiative, and values learning and contributing in a fast-paced environment.

This position will stay open until filled. 

Qualifications

  • Excellent interpersonal, written, and verbal communication skills
  • Excellent project management, organizational, and time management skills
  • High-level efficiency, recall, and attention to detail
  • Ability to work calmly under pressure, prioritize multiple work assignments, and meet deadlines with focus and without losing a relationship-building attitude
  • Ability to be flexible and adaptable in order to contribute to problem-solving activities within a growing, changing organization
  • Proficient using Microsoft Office, Google Suite
  • Ability to work with staff members, volunteers, and patrons with a high level of professionalism, diplomacy, and tact
  • Must be comfortable working in a team environment and in a collaborative manner
  • Must have excellent follow-through and persistence in corresponding with event participants, media contacts, and volunteers
  • Experience working with a non-profit organization is preferred, but not required
  • Demonstrated experience coordinating events
  • Demonstrated experience in roles where hospitality and public relations were critical 
  • Knowledge of basic recruitment practices

Duties & Responsibilities

Specific events are listed below. 

  • Plan, implement, and facilitate events while coordinating with appropriate staff on all aspects (volunteer needs, sales, etc.) and paying attention to time and financial constraints
  • Day-to-day administration of events including monitoring vendors, travel planning, restaurant reservations, monitoring registration, tracking RSVPs, securing necessary event items, answering questions and resolving issues
  • Planning for potential scenarios that could impact the integrity of an event
  • Advance Fairbanks Arts’ mission and strategic goals by representing the organization’s vision at each event
  • Establishing and maintaining relationships with vendors, venues, organizations, businesses, and volunteers
  • Coordinate and maintain in-house events schedule and update internal calendars with all Fairbanks Arts event details
  • Researching vendors (musicians, artisans, vendors, decorating, catering, etc.) 
  • Maintain event files and complete reports/evaluations
  • Assess an event’s overall success and submit findings
  • Provide weekly event updates to Fairbanks Arts staff
  • Assist with strategies for the promotion of Fairbanks Arts events including identifying target audiences and the most effective methods of reaching them (social media, direct mail, email promotions, etc)
  • Develop ideas for event materials and work with the communications coordinator to produce content
  • Help craft budgets for events with Executive Director and adhere to event budgets
  • Assist with the fundraising for events and develop actionable plans for fundraising during events
  • Ensure that all events are in compliance with City, Borough, and State regulations
  • Develop and maintain a working knowledge of the complex needs of a wide variety of events
  • Book venues, entertainers, and schedule activities and speakers (which may entail contract drafting, confirmation correspondence, and day-of logistics)
  • Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order
  • Manage all event set-up, tear down, and follow-up processes
  • Determine the need for and coordinate staff and volunteer coverage to manage all functions of an event

About Fairbanks Arts Events

The EC will work closely with other staff members and volunteers to implement various aspects of events. The ability to delegate tasks to volunteers with accuracy and patience is of key importance. Volunteer assistance bolsters community involvement in the organization and is of great help to the EC. The EC should be aware of all the Fairbanks Arts programs and their corresponding events listed below.

Visual Arts Programs

  • Monthly exhibits in the Bear Gallery, including juried, traveling, an open entry, and solo/group shows
  • Workshops/Artist Talks
  • Other opportunities: Fairbanks Arts would like to remain open to visual arts program opportunities that may come along and details will be discussed should they arise

Literary Arts Programs 

  • Monthly readings in the Bear Gallery
  • Annual Statewide Poetry Contest
  • Workshops 
  • Other opportunities: Fairbanks Arts would like to remain open to literary arts program opportunities that may come along and details will be discussed should they arise

Performing Arts Programs

  • TIPS busking program (Totally Impromptu Performance Series) in Pioneer Park
  • Other opportunities: Fairbanks Arts often collaborates with groups and facilitates performers passing through

Events

  • Summer artist markets in Pioneer Park
  • Chena Lakes Recreation Area Art Walk held in July at Chena Lakes in North Pole
  • Rummage Sale, a multi-day sale of arts & craft supplies held in August 
  • Mega-Bazaar, a holiday market bazaar held on Small Business Saturday in November
  • Other events, as assigned. Fairbanks Arts would like to remain open to event opportunities that may come along and details will be discussed should they arise

 

Application instructions

Please send a cover letter detailing how you would contribute to the events at Fairbanks Arts Association, a current resume, and contact information for three professional references to info@fairbanksarts.org

No Facebook applications will be considered.

About Fairbanks Arts: Fairbanks Arts Association is a dynamic organization that has served Interior Alaska through the arts since 1966 with quality visual, literary, performing, and arts education programs. Fairbanks Arts plays a central leadership role in the arts community, providing opportunities and resources for artists and organizations and believes in building a vibrant, healthy community through the arts.