Special Events Assistant

Special Events Assistant

CATEGORY: Administrative

American Associates of the National Theatre
New York, NY 10001

Job Details


The American Associates of the National Theatre (AANT) is a 501 (c)(3) non-profit organization, based in New York, that promotes and supports the work of the National Theatre in both Great Britain and the United States. Since 2005, the AANT has granted more than $20 million to the National Theatre, providing essential funding which supports the NT’s mission to develop world-class productions with affordable ticket prices, while reaching out to artists and audiences of the future through extensive education programs. Working closely with the Director of Development and Head of Events, the Special Events Assistant is one of five full-time staff members, who are supported by a Board of Trustees and Honorary Council, as well as the National Theatre team in London. 

The Special Events Assistant will support the Head of Events with a full program of events in the United States, including a gala for the upcoming transfer of Network starring Bryan Cranston to Broadway this fall. This is a fixed term position from September 2018 - March 2019. 

The AANT events program is tailored to National Theatre productions, activities and appeals in the US, providing valuable opportunities to steward and cultivate donors, as well as raise funds. The core events program currently includes:

·NT Live private screenings in New York (up to eight a year), San Francisco (3-4 a year) and Los Angeles (annually) – pre-screening reception and talk from special guests
·NT Live screenings at cinemas in New York, San Francisco, Washington DC, Los Angeles, and Chicago – ticket allocation and occasional informal drinks receptions
·Annual London Theatre Trip – four-day cultural tour for up to 45 AANT donors
·Insider Events – held in the homes of donors or at private venues, tailored to specific NT productions or appeals
·Fundraising Gala events, when appropriate opportunities arise, such as the transfer of a National Theatre production to Broadway (Network starring Bryan Cranston coming this fall)
·Annual Drama Dinner
·Annual Members’ Breakfast with NT Director in New York, Biennial in San Francisco
·Annual Corporate Reception with celebrity guest and NT representation to thank current sponsors and welcome prospective sponsors
·Members’ nights for NT productions in New York
·Events surrounding US tours of NT Productions for corporates and donor groups in major cities as needed (talkbacks, group bookings, etc)
·Wall Street Journal partnership with cinema allocations managed in various US cities

Duties and responsibilities
Supporting the Head of Events with:
o   Planning and implementation of AANT special events – organizing logistics, liaising with the NT team, venues, suppliers etc, as well as attending the events  
o   Drafting detailed event schedules
o   Arranging car bookings, housing, and travel for special guests
o   Assist with fundraising galas associated with Broadway transfers (Network starring Bryan Cranston coming this fall)
o   Assisting with house seat bookings for NT U.S. tours as well as other NT shows in New York
o   Management of the AANT master events calendar and event communications calendar

Database Management & Research
o   Compiling event evaluation reports 
o   Donor and prospect research for event biographies
o   Maintaining accurate donor records on Tessitura, including updating attendance and biographical information
o   Coordination of guest lists and RSVPs
o   Updating information relating to events on the AANT website

o   Preparing Save the Dates, invitations and other printed/emailed materials with the graphics team in London
o   Communications with donors regarding AANT events, including reminder and confirmation emails
o   Liaising with the National Theatre Development team in London
o   Ensuring that the highest possible standards of customer service are maintained, with a view to encouraging renewal of donations and increased support
o   Answering the AANT office phones – helping donors with ticket bookings, membership and event inquiries
·Providing general administrative support for the AANT office
·Carrying out any other duties as requested by the Head of Events and the Director of Development

Person Specification
·Experience in events management in theatre or a related field, such as company management
·Interest in/knowledge of British theatre and transatlantic exchange preferred
·Degree in arts administration, theatre, or related fields preferred
·Excellent written and verbal communication skills
·Excellent organizational skills and attention to detail
·Ability to multitask
·Ability to remain calm under pressure
·Computer literate - good use of Microsoft Office, especially Word, Excel, and Outlook (Tessitura or other fundraising database experience a plus)
·Ability to use discretion with high profile guests

Terms & Conditions
Contract:Fixed term, September 2018-March 2019
Hours: 35 hours per week from 10am – 6pm, although additional hours will be necessary in order to fulfill the requirements of the post. Must be available to work occasional weekends and evenings. Time off in lieu can be taken for these hours.
Salary: $35,000 per annum, pro-rated. Paid bi-weekly.
Location: 247 West 30th Street, New York, NY 10001
Vacation: 15 days per annum, pro-rated
Probationary Period:1 month
Notice Period:1 month
Health insurance:Contribution made towards health insurance
Other Benefits:Complimentary tickets for NT Live screenings and New York transfers of National Theatre productions, subject to availability
Theatre ticket allowance for other discounted shows, subject to approval

Applicants should submit their resume and cover letters ASAP to rob@aarnt.org, quoting Special Events Assistant in the subject line. Some applicants will be sent an Application Form to be completed by 12:00pm EST on Friday, August 24th, 2018.
Please specify where you heard about the opportunity
Interviews for the position will be held beginning August 27, 2018. Ideal start date September, 2018.


September 1, 2018 - March 31, 2019





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