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JOB SUMMARY

Proctors Collaborative is the Capital District’s leading regional arts organization with performing arts venues in Albany, Schenectady and Saratoga, and education, civic engagement and economic development initiatives throughout the region. We’re changing expectations about how the arts serve a community.

Proctors Collaborative seeks an Events Coordinator to join its Programming team. The Events Coordinator is responsible for planning, coordinating, and executing a wide range of special events that support Proctors Collaborative’s mission, fundraising goals, and community engagement efforts. This role manages events from early planning through on-site execution and post-event follow-up, working closely with internal departments, volunteers, sponsors, and external partners. Strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously are essential. This is a full-time, benefits-eligible position. The hourly schedule includes some nights and weekends.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Event Planning & Production

+ Plan, coordinate, and execute fundraising, promotional, and community events across Proctors Collaborative venues and programs

+ Manage event timelines, logistics, run-of-show documents, staffing needs, and on-site execution

+ Coordinate multi-day festivals and large-scale public events, including load-in, event operations and breakdown

+ Conduct post-event evaluations and reporting to assess outcomes and identify improvements

+ Develop long-range plans and recommendations for future events.

Marketing, Communications & Digital Support

+ Collaborate with the Marketing & Communications team to support event promotion and visibility

+ Create and maintain content for special event web pages.

Administrative, Budgeting & Reporting

+ Assist in event budgeting, expense tracking, and financial reconciliation

+ Generate reports and maintain accurate records related to events, sponsors, and volunteers

+ Act as project manager for assigned events, overseeing timelines, deliverables, budgets, and cross-departmental coordination from planning through execution

+ Prepare internal documentation and summaries for leadership and stakeholders.

Collaboration & Operations

+ Work closely with internal departments including Programming, Marketing, Development, Operations, Box Office and Front-of-House

+ Ensure events comply with organizational policies, safety requirements and best practices

+ Support other organizational events and initiatives as assigned.

POSITION QUALIFICATIONS:

Required

+ Minimum of 3 years of experience coordinating nonprofit, community, fundraising, or large-scale special events

+ Proven ability to manage multiple projects simultaneously in a fast-paced environment

+ Strong organizational, time-management, and problem-solving skills

+ Excellent interpersonal, written, and verbal communication skills

+ Experience working with volunteers and community partners

+ Proficiency in Microsoft Word and Excel; experience with databases or CRM systems.

+ Demonstrated ability to work with diverse staff, volunteers, and stakeholders in meeting the responsibilities of this position.

+ Coordinate events with sensitivity to the needs of marginalized communities.

Preferred

+ Experience with multi-day festivals or large public events

+ Familiarity with nonprofit fundraising and sponsorship coordination

+ Basic graphic design or web content management experience.

Additional Requirements

+ Ability to work evenings, weekends, and holidays as required by event schedules

+ Ability to remain professional, calm, and solution-oriented during live events

PHYSICAL DEMANDS:

+ Physical ability to move throughout venues

+ Lift up to 50 pounds

+ Stand and walk for extended periods during events

**SALARY RANGE:** $63,000-$65,000 annually

Proctors Collaborative is committed to building a workplace that is both creative and progressive. To that end, we seek a broad spectrum of candidates including women, people of color, all cultural backgrounds and persons with disabilities. We celebrate individual differences and we strive to treat everyone with fairness and respect.

Proctors Collaborative does not discriminate in practices or employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veterans’ status, age, or any other characteristic protected by law.

Please apply online at **atproctors.org**