Job Title: Events & Partnerships Coordinator

Status: FT Non-exempt (hourly)—32 hours

Reports to: Director of Special Events

Compensation: $25/hr (annual equivalent base on 32 hour week = $41,600). Benefits include health insurance (Loft pays 80% of a top-tier health plan), life insurance, two weeks paid time off annually (starting), 11 holidays, accrued sick/personal leave, and the opportunity to take one free Loft class per year.

This flexible, hybrid position includes working in-person some evenings and weekends in support of Loft programs and events and some adjustments to hours according to seasonal work flows. Reliable cell phone access and high speed internet are required for work off-site.

About the Loft: One of the nation’s leading nonprofit literary centers, the Loft Literary Center is dedicated to advancing the artistic development of writers, fostering a thriving literary community, and inspiring a passion for literature. Each year, the Loft offers more than 300 creative writing classes a year for youth and adults in Open Book, community settings, and online. The Loft also supports writers and readers through grants, mentorships, writing studios, regular readings, a literary festival, a writers conference, and on its website through a wealth of resources about craft and the writing life. Loft staff members enjoy a flexible and enjoyable workplace; a culture of wellness supported by health and other benefits; and the company of dedicated and creative colleagues. The Loft works at being an antiracist organization that deepens life-sustaining connections and contributes to liberated communities.

Position Purpose: The Events & Partnerships Coordinator coordinates and implements high quality and impactful literary events and strategic program partnerships. This position coordinates literary awards, themed and partnership events and provides logistical and technical support for the Loft’s conferences, festivals, member/donor gatherings, and internal meetings.

The initial anticipated work distribution for this position is as follows:

  • Conferences & Festivals (up to 50%)
  • Loft Awards & Themed Events (25%)
  • Strategic Partnerships & Partner Events (15%)
  • Other Loft Events & Gatherings (10%)

Primary Areas of Responsibility and Tasks:

Event Planning

  • Work closely with the Director of Special Events to plan and execute the logistics and production of Loft conferences and festivals
  • Work with Loft directors and managers to determine event requirements, coordinate, and produce awards, education, partnership and membership/donor events and some internal meetings
  • Coordinate with each event content creator (i.e. Loft staff; program partner; etc.) to decide specific event details, the run of show, host duties, and engagement of the presenting artists
  • Work with the Special Events Director, Artistic Director, Program Team, and strategic partners to determine annual themes, programming, and events
  • Serve as lead organizer for the execution of theme-related, program-related, and partner events
  • Monitor ticket sales and decide the staffing/volunteer needs for Loft program and partner-related events; coordinate with the Development Director to meet volunteer needs

Event Logistics & Production

  • Manage venues/locations for Loft events including scheduling, coordinating, setting up, tearing down, and securing the event space at Open Book and other event locations
  • Operate production tech including audio/visual (sound and lights) and online/hybrid platforms for events
  • Manage the digital event experience including scheduling online events, managing/coordinating hosting on digital platforms, and troubleshooting during online/hybrid events; securing and managing equipment for hybrid events and meetings (as needed)
  • Estimate and document audience statistics and demographics for online events, provide to Program Administrator to enter them into the Loft database in a timely manner
  • Ensure the distribution and collection of evaluative surveys/participant data at Loft events
  • Recruit, coordinate with, and track exhibitors and vendors (e.g. for book sales, etc.) in support of Loft events and the attainment of related revenue goals
  • Coordinate with Program Administrator as needed to provide “front of house” operations at in-person Loft events including box office management and the coordination of event volunteers and interns
  • Manage travel, hotel, and hospitality needs for programs and events including coordinating and tracking travel information and creating itineraries, info sheets, and schedules for visiting authors, agents, and publishers
  • Execute program and event-related mailings and communications

Events Administration

  • Manage events projects and processes in Asana
  • Participate on the Program Team and assist in building and managing effective processes for cohesive and collaborative events

Strategic Partnerships

  • Work with the Artistic Director and Special Events Director to identify and select strategic program partners each year to deepen engagement, collaboration, and solidarity with diverse and historically marginalized writers, communities, and organizations
  • Cultivate and recruit strategic partners and prospective partners who will participate and/or collaborate in creating impactful programs and events (e.g. as teaching artists, featured/visiting authors, mentors, workshop leaders, etc.)
  • Serve as initial host/liaison for strategic partners; provide internal coordination for the engagement of strategic partners across Loft program areas and serve as lead organizer for partner-related events

Other

  • Provide support for any Loft “all hands on deck activities or events”
  • Other duties as assigned

Job Qualifications:

Responsiveness, empathy, technical proficiency and attention to detail are essential for this important position. You will be a good fit if you enjoy attending to details related to event production; co-creating and bringing the vision of Loft staff, partners, artists, and content creators to life; work with ease with audio/visual equipment; work with efficiency and comfort in online meeting and livestreaming platforms; and you share our commitment to antiracism.

  • Customer service orientation, and experience with a wide variety of constituents
  • Strong experience successfully producing in-person and virtual events
  • Demonstrated project management skills including the ability to help plan, organize, and support events across departments (including events of differing scales, across different platforms and for different audiences within the course of the year)
  • Audio/visual expertise and experience organizing and supporting in-person, online, and hybrid events using online platforms such as Crowdcast, Zoom, Google Classroom, etc.
  • Ability to be self-driven, work independently, but also work well collaboratively and in teams
  • General openness and learning orientation to technology
  • Demonstrate a commitment to antiracism and ability to champion the Loft’s core values
  • Exceptional event and production detail orientation and organizational skills
  • Strong interpersonal communication skills
  • Strong problem solving abilities and the ability to function well and be flexible, adaptable under pressure
  • Comfort with learning new systems and software
  • Availability during the day, evenings, and weekends, ability to be reasonably flexible with schedule as needed
  • Ability to perform physical as well as clerical work

The ideal candidate will also have:

  • Experience working with volunteers.
  • A sense of ease and humor.
  • A positive, forward-looking, and curious approach.
  • A strong interest in literature and the arts.

Working Conditions:  Must be able to move furniture and set up chairs for events as well as operate office equipment, computers, and audio/visual equipment

Physical activity—light lifting (20-30 pounds)

Days/Nights/weekends

NOTE: Loft employees are not eligible to apply for Loft awards for writers.

To Apply: Please answer the application questions and submit your resume via Submittable. If you do not have a Submittable account, you will need to create one.

Due to the expected number of applicants, we request that you do not call or email to check on your application status. You will get a confirmation by email to let you know that your application was received as well as notification when the position is filled..

Hiring Process: This position is open until filled; applications will be reviewed as they come in. Interviews will begin the first week of October. Our hope is to have positions filled by Nov 15.

The Loft is an equal opportunity employer.

We use Submittable to accept and review our submissions.