Event Operations Coordinator (On-Call)

Reporting to the Theater Operations Manager (Guest Experience and Event Operations), the Event Operations Coordinator is responsible for implementing and maintaining superior care standards during events at the David H. Koch Theater. This work will primarily consist of collaborating with key stakeholders during the coverage of the event timeline (i.e., load-in / main event / load-out), providing oversight as required, helping to support the objectives established by the Managing Director, Theater Management, actively adapting practices to balance client/guest primacy, event and venue operations, and institutional mission. This position is an hourly, on-call position that plays a vital role in implementing strategy and logistics across the event operatives, supporting the event leads, and spearheading initiatives to maintain the venue’s overall engagement.

Major Duties and Responsibilities:

Front-of-House (FOH) & Venue Operations Management

• Oversee onsite event operations with the client and DHKT Production, reviewing all plans/plots/schedules/equipment lists.


• Ensure venue guidelines and event site conditions are maintained for proper operating means.


• Coordinate all event logistics in support of DHKT and New York City Ballet (NYCB).


• Proactively maintain communication channels via emails, phone calls, and face-to-face meetings.


• Supervise onsite trades, union, and non-union staff; manage and motivate all through the phases of the project at hand.

Physical Resource Management & Site Supervision

• Provide onsite logistical management and order to the event operations working closely with DHKT security, porters, engineers, and production to provide all the necessary tools / oversight for events.


• Provides access to necessary assets for event use.


• Performs general clerical duties (photocopies, fax, mails, and files, etc.) as needed.


• When assigned, act as the primary point of contact on behalf for DHKT Theater Management to oversee the full scope of the venue and client experience, ensuring that all logistics and protocols are adhered to for client execution.


• Work hours are as required / assigned and will vary from project to project
  

Minimum Requirements:

• Requires a high school diploma or GED


• At least 2-5 years of verifiable, professional event planning, hospitality, or theater operations.


• Strong communication, problem solving, and organizational abilities to manage multiple, simultaneous, high-profile events.


• Proficiency in the Microsoft Suite and dealing with Union Labor.


• Ability to communicate clearly and consistently with clients and colleagues both verbally and in writing.


• Work Environment

The Event Operations Coordinator works in a high-pressure, fast-paced environment. This role is physically active, requiring extensive standing and movement across a large, multi-level facility including backstage and loading areas.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the minimum requirements of this position:

• Candidates must be comfortable with frequent walking and standing for extended shifts, 8–12+ hours across a large, multi-level theater. Ability to lift, push, and pull event equipment up to 50 lbs
  

The position Type/Expected Hours of Work

• This is an hourly, on-call, non-exempt position which requires flexible evening, weekend, and holiday availability based on the event calendar and other scheduled work periods as necessary.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement

New York City Ballet is proud to be an equal opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, religion, age, national origin, sex, sexual orientation, gender identity or expression, marital status, citizenship status, disability, pregnancy, creed, genetic predisposition or carrier status, military status or veteran status, status as a victim of domestic violence, unemployment status, familial status, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history or any other characteristic protected by law.

Our Commitment to Diversity, Equity, and Inclusion

New York City Ballet, one of the foremost ballet companies in the world, pursues the highest levels of artistic excellence and innovation. Therefore, we seek to attract, retain, and cultivate the most talented dancers, musicians, designers, stage technicians, and arts administrators. To this end, we are deeply committed to creating and sustaining an organizational culture that values and reflects inclusion, equity and access for all.  We are inspired by our founders, George Balanchine and Lincoln Kirstein, who envisioned an authentically American expression of ballet with a company that reflects the rich cultural diversity of this nation. In pursuit of their vision, we are committed to all by educating, developing, and supporting an organization that welcomes and amplifies the voices and lived experiences of everyone.