Event Coordinator (part time)
 
Creative Time, New York City’s veteran and vanguard public arts presenter, seeks a part time Event Coordinator to support CTHQ, Creative Time’s new gathering space that supports artists working at the intersection of art and politics as they continue to plot, orchestrate, and recharge from cultural, political, and social organizing work. Additionally, the Event Coordinator will support special events related to Creative Time’s curatorial and executive departments. CTHQ sits within Creative Time’s historic and ongoing work to gather artists to share tactics for political change most notably through the Think Tank, Summit, and Reports. Growing within a lineage of visionary and transgressive creative moments, CTHQ serves as a hub for today and tomorrow’s community of socially engaged and politically oriented artists in the neighborhood, citywide, across the country, and around the world. CTHQ is open every Tuesday and Thursday from 11am-4pm for open drop-in hours and every Wednesday from 6-8pm (sometimes later) for public programs.
 
The Event Coordinator will work with a dynamic team to ensure the day-to-day operations of CTHQ are handled with care, thoughtfulness, and attention to detail. In addition, the ideal candidate has a friendly sociable demeanor and is excited to work with participating artists and greet CTHQ program attendees. The ideal candidate will be comfortable keeping on track with timelines and checklists, managing inventory, communicating with a diverse group of stakeholders, and is adaptable with a flexible disposition. This position reports to the Curatorial team.
 
RESPONSIBILITIES
 
Operations and Administration:

– Handle administrative duties including arranging artist and partner agreements, payments, scheduling meetings, travel, managing timelines, and event coordination as needed
– Coordinate hybrid in-person and remote programs from ideation to setup to breakdown to follow up
– Coordinate and track external meetings with artists and stakeholders
– Create materials to update funders regularly
– Maintain and propose allocations for initiative budget, including expense tracking and reconciling financial reports
– Work with Assistant Curator and Manager to collect all participant financial information and support with the generation of payment requests as needed.
– Work with Assistant Curator to develop materials to promote and support programs
– Work with Project Manager to update schedules, ROS, and tracking documents in real time with information, actions and decisions from participant communications.
– Develop an organized system for tracking technical requests, materials being brought on and off site, set up and strike times, financial and contractual exchanges.
– Request, collect, and file in an organized manner headshots, promotional images, bios, and short descriptions of programs for promotional and archival purposes.
– Manage audience registration and notifications, including contacting event participants to communicate specific information and resources for events.
 
Front of House:

– Main hospitality and site liaison of CTHQ during public Open Hours, weekly public programs, and private events for community partners: opening and closing the space, managing space entry, greeting visitors, answering general questions, event production support, refreshing kitchen items and event supplies, breaking down events, and creating an overall friendly and welcoming environment at all times.
– Developing and maintaining an organization system for supplies and materials, including managing technical equipment.
– Being responsible for simple A/V set up for events, programs, and gatherings.
– Maintenance of CTHQ through coordination with cleaning crews, A/V technicians, building super, etc.
– With Assistant Curator, develop a system for CTHQ space maintenance protocols and train staff in use of the space.
 
REQUIREMENTS AND QUALIFICATIONS
 
– 1-2 years work experience in a similar capacity. Direct experience in events, front of house, or retail is strongly preferred;
– Commitment to accuracy and detail with the ability to maintain a calm and composed presence through fast-paced work days;
– Commitment to community engagement;
– Comfortable working independently and collaboratively;
– The ability to exercise keen judgment and discretion with artists, program participants, and the public;
– Excellent writing skills, proven grasp of grammar and expression; and
– Proficient in Microsoft Word and Excel, Dropbox, and Google Workspace.

 
COMPENSATION
 
– $25/hour with the consistent schedule ofTuesdays and Thursdays 10am-6pm and Wednesdays 2pm-9pm (24 hours/week). Some additional days and weekends may be required.
– Employee will receive overtime pay for any hours worked over 40 in a work week.
– Employee will receive 40 hours paid sick leave per year (prorated the first year), the option to participate in transit benefits, and all other benefits required by law.
 
This is a temporary part-time position that is grant funded through 2025.