JOB DESCRIPTION | COORDINATOR – Community Engagement & Marketing

Description

The Coordinator – Community Engagement & Marketing is a supporting member of the McCallum Theatre marketing and communication team, working under the direction of the Director – Community Engagement & Events to assist with the planning, coordination, and execution of fundraising, stewardship, cultivation, and community events. This role is responsible for key administrative and logistical functions that ensure the smooth operation of events and marketing projects, including invoice tracking and processing, vendor coordination, project management tracking and on-site event support.  

Requirements

ESSENTIAL RESPONSIBILITIES 

Administrative & Financial Support  

• Track, process, and submit all event-related Community Engagement and Marketing invoices; ensure timely submission within 30 days following each event.  

• Maintain organized records of vendor contracts, payments, and event expenditures.  

• Assist the Director – Community Engagement & Events in monitoring event budgets and flagging discrepancies to the Director – Community Engagement & Events and Finance team.  

• Support data entry and reporting in systems such as Tessitura, Elite, and Smartsheet. 

Event Planning & Logistics Support  

• Assist the Director – Community Engagement & Events in the planning and execution of Development events including the Annual Gala, Founders Welcome Back Reception, Leadership Salons, Dance Visionary Salons, and Season Preview Events.  

• Support coordination of McCallum Theatre community events, including Open Call Talent Project, Palm Desert Choreography Festival, Veterans Day events, Jazz Festival, Mexican Heritage Month, cabaret and cast parties, and Board of Trustees events.  

• Help develop and maintain timelines, run-of-show documents, and production schedules under the guidance of the Director – Community Engagement & Events.  

• Coordinate with vendors, suppliers, and venues as directed; assist in vetting new vendors and maintaining existing relationships.  • Support the Director – Community Engagement & Events as a liaison with Back of House, Production, and Front-of-House teams to ensure logistics alignment. 

Volunteer & On-Site Support  

• Assist in coordinating and managing volunteers for events, ensuring a positive experience for all participants.  

• Provide on-site support during events, including setup, breakdown, and guest assistance.  

• Serve as a point of contact for event-day needs, escalating issues to the Director – Community Engagement & Events as appropriate.  

Communications & Collateral  

• Assist in the preparation of event collateral in coordination with the Director – Community Engagement & Event and Marketing.  

• Maintain event and email calendars and communicate updates to relevant internal stakeholders.  

Post-Event Activities  

• Assist in post-event evaluations, including compiling attendance data and engagement metrics for review by the Director – Community Engagement & Events.  

• Support the documentation of lessons learned and recommendations for continuous improvement.  

Project Management Support  

• Maintain and manage the Smartsheet Creative Production Schedule to ensure all projects are progressing in a timely manner. Notify project leads when projects are falling behind schedule and new project requests are complete.  

MINIMUM REQUIREMENTS  

Education:  

• Associate or Bachelor's degree, or equivalent combination of education and experience.  

Experience:  

• Minimum of 2–3 years of relevant experience in event coordination, administrative support, or a related field.  

• Experience in a non-profit or performing arts environment preferred.  

Technical Skills:  

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).  

• Experience with Tessitura, Smartsheet, Canva, or Financial Edge preferred.  

Soft Skills:  

• Strong organizational skills with high attention to detail and accuracy.  

• Excellent written and verbal communication skills.  

• Ability to manage multiple tasks and deadlines in a fast-paced environment.  

• Collaborative team player with the ability to take direction and work independently when needed. 

 • Professional demeanor with strong customer service orientation toward donors, patrons, and guests.  

Physical Abilities:  

• Ability to lift to 10 lbs.  

• Ability to stand or sit for extended periods.  

• Ability to interact and communicate with patrons and donors    

Language Proficiency:  

• Fluent in English (verbal and written)    

Work Schedule:  

• Must be available to work evenings, weekends, and holidays as needed.  

• Flexibility to work varied or rotating schedules.    

Specific Knowledge:  

• Understanding of non-profit fundraising principles.  

• Basic understanding of accounts payable and invoice processing preferred.  

WORK ENVIRONMENT  

This position operates within a professional, non-profit performing arts theatre and its surrounding exterior grounds. The work environment includes indoor spaces such as the theatre, lobby, and  backstage areas, as well as occasional outdoor spaces on facility grounds.  

WORK AUTHORIZATION/SECURITY CLEARANCE  

• Proof of eligibility to work in the United States.  

• Criminal and Civil background checks will be performed.  

• McCallum Theatre is an Equal Opportunity Employer and Drug-Free Workplace.  

AAP/EEO Statement 

McCallum Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  

ABOUT THE MCCALLUM THEATRE  

Located in Palm Desert, California, the McCallum Theatre is a renowned non-profit performing arts theater dedicated to enriching the cultural life of the community through a diverse program of world class entertainment, arts education, and community engagement. 

Our mission is to provide a world-class platform for artists while enhancing cultural experiences for our patrons and supporting our local community.

To learn more, visit www.McCallumTheatre.org. 

ABOUT PALM DESERT, CALIFORNIA.  The City of Palm Desert was incorporated in 1973 and is home to more than 50,000 year-round residents. It is centrally located in the heart of the Coachella Valley in southeastern Riverside County. Known as the educational, cultural, and retail center of the desert communities, Palm Desert is approximately 125 miles east of Los Angeles and 15 miles east of Palm Springs. 

Key industries include hospitality, tourism, service, and retail. 

A major center of growth in the Palm Springs area, Palm Desert is a popular seasonal retreat for "snowbirds" from colder climates across the United States and Canada, increasing its population by an estimated 31,000 residents each winter. Recently, Palm Desert has seen an increase in residents becoming “full-timers”, mainly from the coasts and urban centers of California, who have come for affordable yet high-valued home prices.  

TO APPLY  

Please submit a resume and brief cover letter to Human Resources at hr@mccallum-theatre.org with the subject line: Coordinator – Community Engagement & Marketing – [Your Name].