Coordinator, Special Events

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners-Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art-there's a role for everyone at The Woodruff.

Reports to:

Director of Special Events

FLSA:

United States of America (Exempt)

Employment Status:

Regular/Full time

About the High

The High brings art, ideas, and people together to amplify the importance of artistic expression, envision a better future, and positively change Atlanta.

Our work is rooted in five guiding ambitions: Growth, Inclusivity, Collaboration, Connectivity, and Optimism. These values shape our programs, partnerships and the way we work together. Candidates who are energized by these ambitions will find a meaningful and supportive home at the High.

About the Role

Reporting to the Director, Special Events,the Coordinator, Special Events plays a vital role in supporting the High Museum of Art's Special Events team through detailed administrative, operational, and logistical work. This position ensures the seamless behind-the-scenes execution of the department's major fundraisers including: The High Museum of Art Wine Auction, the Driskell Prize Gala, Paladin Dinner, and other stewardship and cultivation events as needed. The ideal candidate is highly organized, detail-oriented, collaborative, and encompasses strong written and oral communication skills.

What you will do:

Administrative (50%)

Provide day-to-day administrative and logistical support for the Special Events team, including scheduling meetings, maintaining internal calendars, and office supply management.

Support financial workflows for Special Events by processing vendor payments, filing invoices, and coordinating team related reimbursements and expenses in a timely and accurate manner.

Pull customized financial and event-related reports as needed by the Special Events team, ensuring the accuracy and clarity of information for internal use.

List Management / Guest Communications (30%)

Support guest list workflows by pulling and maintaining invitation lists in Tessitura and Excel.

Coordinate aspects of digital and print invitation deployments and mailings as directed by event leads.

Track RSVPs for select events providing professional, concierge style responses to donor inquiries and guest submissions.

Serve in on-site event roles including check-in, guest wayfinding, and other assignments, ensuring a warm and welcoming experience for donors and special guests.

Event Production (20%)

Support event leads with the planning and execution of donor-focused, mission-aligned events by coordinating logistics such as timelines, vendor communication, venue setup, and event prep and follow-up.

Manage event materials and supplies, including maintaining inventory, and preparing necessary items for on- and off-site events.

Assist the Manager, Special Events with volunteer coordination for select events by managing assignments, schedules, and communication to help ensure a seamless volunteer experience.

What will we expect of you:

Strong administrative and organizational skills, including scheduling, calendar management, and office operations

Proficiency in Tessitura and Microsoft Office for list management, data entry, and communication

Ability to manage multiple timelines and priorities while supporting event logistics and production

Experience in coordinating volunteer engagement and event material preparation

Team-oriented, flexible, and able to collaborate effectively across departments

Comfortable working evenings and weekends as needed for event support

Education and Experience

Bachelor's degree in Hospitality, Arts Administration, Marketing, Communications, or other relevant disciplines

Minimum of 2-3 years of professional experience in event coordination, fundraising nonprofit administration, or a related field

Experience working with CRM or event management databases (Tessitura preferred) is highly desirable

Equivalent combinations of education and experience will be considered

Language Skills

Excellent written and verbal communication skills, with a concierge-style approach to guest and donor interactions

Mathematical Skills

Must possess basic math skills, including the ability to calculate budgets, percentages, and quantities needed for event planning and execution.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 20 pounds at times.

What you can expect from us/ Benefits of working here

Health Insurance

Life and AD&D

Dental

Vision

Short Term Disability

Long Term Disability

Flexible Spending Account

Employee Assistance Plan

403b (with employer match!)

Financial Wellness Program

Public Service Loan Forgiveness Program

Paid Time Off

Paid Holidays (including employee's birthday!)

Discounts and complimentary offers to visit the High Museum, Alliance Theatre and Atlanta Symphony Orchestra.