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Check with seller Event Coordinator Kansas City

Published date: April 3, 2022
  • Location: Kansas City, Missouri, United States

Do you have a love for the arts? Would you like to be an active part of a beloved Kansas City tradition? If so, we have the perfect opportunity for you! Starlight is seeking a business-savvy “Star” to join our team as Event Coordinator! This will be a full-time, salaried position (commensurate with experience + commission) that will work year-round.

The Event Coordinator is responsible for special events at Starlight Theatre which include private venue rentals, community event usage and internal events such as Starlight’s Annual Benefit Gala. Key responsibilities include client prospecting, venue walkthrough and sales meetings, contracting, pre-event coordination and execution in coordination with both the Starlight team and contractors/vendors. Day of on-site management includes, but is not limited to, client coordination, leading the guest experience, working with internal staff to secure appropriate event staffing, satisfy A/V needs, coordinate food and beverage, ordering of any rental equipment and completion of event reports. This position relies on exemplary communication and customer service skills to work with clients, vendors and internal Starlight staff to ensure seamless events with high integrity that extend the Starlight tradition of exceptional experiences at one of Kansas City’s premier arts and culture landmarks.

Essential Functions & Duties:

  • Present professionally, positively and with polish as Starlight’s primary representative in interactions with clients, vendors, key stakeholders, board members and venue guests.
  • Prospect and book private and public special events.
  • Serve as primary liaison between client and Starlight staff and vendors, as applicable.
  • Assist appropriate internal special events of various sizes such as the Starlight Gala, Blue Star Awards, Ambassador Banquet, civic, Broadway show groups and Indoor Series receptions, donor lounge coordination, Board alumni events and more.
  • Prepare and execute event contracts with clients and ensure appropriate recording and invoicing in coordination with Starlight’s finance department.
  • Coordinate with Starlight’s operations and A/V teams to ensure accurate layouts, equipment needs, catering needs, staffing needs, etc.
  • Coordinate with Starlight’s marketing team to develop appropriate event-related materials including venue rental information, food and beverage information, in-event signage
  • Work within Starlight’s CRM database, Tessitura, to keep client information, sales cycle information current.
  • Maintain and analyze financials and attendance as well as other potential metrics for success.
  • Ensure timely payments and manage financial reporting for special events including budgeting.
  • Understanding and committing to inclusion, diversity, equity and access (I.D.E.A.) at Starlight.

Required Qualifications:

  • Exceptional interpersonal and communication skills.
  • Exceptional customer service skills.
  • Exceptional collaboration skills.
  • High level of organization with the ability to prioritize concurrent competing projects.
  • Ability to self-start and develop processes that advance special events at Starlight while effectively collaborating as part of the Starlight team and within its broader strategic initiatives.
  • Desire to thrive in a fast-paced environment balancing multiple clients internally and externally which may require in excess of 40+ hours per week including evenings, weekends and holidays.
  • Ability to assess and devise rapid alternate solutions if necessary and communicate changes efficiently to stakeholders.
  • Ability to manage through ambiguous and complex situations.
  • 1-3 years of relevant experience.

Preferred Qualifications:

  • Bachelor’s degree in hospitality, event management or other relevant related field.
  • Experience in sales or relationship cultivation.
  • Experience with contracting and/or budget management.
  • Knowledge of or history of working with entertainment business or arts/culture institution operations.
  • Experience working with catering or food and beverage operations.
  • Experience working with audio/visual.
  • Experience working with facilities operations, including event staffing and/or volunteer management.
  • Experience working on large-scale (100+ attendee) events.

If you are interested in being considered for this position, submit your application online or at Starlight’s West Ticket Office, next to Gate 3, Mon-Fri, 9 a.m. to 5 p.m. Please visit our website for more information regarding Starlight employment.

Starlight Theatre Association is an Equal Employment Opportunity organization. We evaluate qualified applicants without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, and other statuses protected by law.

Starlight is working toward embedding inclusion, diversity, equity and access within every aspect of our organization. We support an environment that values and respects the experiences and contributions of its employees, volunteers, partners and community members. We encourage and welcome applicants of groups that are historically underrepresented in the American theatre industry.

Effective October 15, 2021, all persons working on behalf of Starlight Theatre are required to receive any of the FDA-approved COVID-19 vaccines and be fully vaccinated. Starlight will provide reasonable accommodations to qualified individuals regarding medical or religious exemptions in accordance with the Americans with Disabilities Act and applicable state and local law.

Starlight Theatre Association of Kansas City, Inc. is a 501(c) (3) not-for-profit organization.

No phone calls please.

Location: 4600 Starlight Rd, Kansas City, MO 64132

Job Type: Full-time

Pay: $38,000.00 - $50,000.00 per year

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