Administrative Apprentice, Special Events

Overview

Department: Office of Special Events

Reports To: Director of Professional Apprentice Program, Director of Special Events, Senior Manager of Special Events

Exempt or Non-Exempt: Non-Exempt

Description:

This is a full-time position. The apprentice will work closely with the Special Events Staff to provide a key role in event development and logistical support. This may include event ideation, venue research, coordinating/collaborating with internal partners, designing and managing invitations, RSVPs, event timelines, catering, and other administrative duties as assigned. The apprentice may have the opportunity to serve as the primary project manager for select events.

The salary is $17.39 per hour or a contracted amount of $27,824 for the school year.

About the Professional Apprentice Program: This program provides immersive training for emerging performing arts technicians and administrators, addressing the need for practical training in the field. For over four decades, it has prepared recent graduates, early-career professionals, and individuals undergoing career transitions for employment in the cultural sector. This is achieved through hands-on experience, professional development, and networking and mentorship opportunities.

Details can be found on the Juilliard Website’s Professional Apprentice Program Page.

Working at Juilliard:

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school’s mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other’s company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on excellence, creative enterprise, and equity, diversity, inclusion, and belonging.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.

Role Responsibilities:

• Assist the Special Events Director, Senior Manager, and Associate Manager with ideating, planning, and executing in-person and occasionally virtual events, including creative brainstorming, communicating with key stakeholders, crafting invitations, and coordinating catering, facilities requests, décor, event staffing and check-in, photography and audiovisual equipment, as well as troubleshooting during event.
• Work closely with other Development colleagues to assist with and coordinate events (Major Gifts, Annual Giving, Alumni, etc.).
• Design and coordinate approvals for event invitations (both physical and electronic) and invitation lists: gather invitees’ names and addresses, execute mailings in a timely manner, track RSVPs.
• Assist in creating and producing in-house print collateral for various events as needed.
• Assist in planning for our annual benefit, the Juilliard Celebration: A Benefit for Scholarship.
• Communicate effectively with numerous in-house departments to facilitate and request staff, equipment, delivery schedules, approvals etc.
• Communicate with sensitivity, patience, and a high-level of professionalism with high-level donors, trustees, and other VIPs.
• Conduct relevant event research on other institutions, venues, etc. as needed.
• Provide general administrative support for the department as necessary.

Minimum Requirements:

• Bachelor’s Degree, or related professional experience and transferable skills, or a combination of both.
• Very strong attention to detail, ability to multi-task, and time-management skills.
• Ability to handle direction and follow instructions in a fast-paced environment, while also solving problems and making decisions independently.
• Excellent interpersonal communication skills and professional demeanor, particularly in dealing with Board members and other VIP donors and guests.
• Strong writing and editing skills.
• The ideal candidate is friendly and poised, creative, extremely organized, and an enthusiastic team player who displays discretion, patience, and initiative.
• The apprentice will interact with students, faculty, alumni, board members, and other high-level donors throughout the year—emotional intelligence and sensitivity to one’s surroundings and audience is key.
• A background in the performing arts or arts administration is preferred, and candidates with project management, event planning, or stage management experience seeking to expand their existing skillset are encouraged to apply.
• Solid computer skills using software applications including Zoom, Word, Excel, and Outlook and strong written and interpersonal skills are helpful and preferred.
• Experience with a donor database system or event-planning software is helpful, but not required.
• Ability to work evening/late-night and weekend events as needed.

Benefits:

• All Juilliard performances are free to Juilliard employees.
• Discounts on day-of tickets to partner organizations at the Lincoln Center campus.
• Tuition-free Extension classes. Feel free to browse available courses here.
• Generous paid time off, including personal leave, sick leave, and scheduled school holidays.
• A culture of excellence, best practice, and employee engagement with like-minded colleagues.

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.