Development Events and Stewardship Associate

Role Overview

• Lead planning and execution of Opening Night dinners and related donor hospitality, including timelines, guest lists, invitations, seating, menus, staffing plans, run-of-show documents, vendor coordination and day-of execution.
• Plan and execute selected donor cultivation and stewardship events in partnership with the Development Events Manager, Annual Giving staff and Development leadership.
• Support the annual Gala, campaign-related events, major donor gatherings, donor trips and other Development events as assigned, with a focus on guest experience, logistics, materials, records and day-of support.
• Manage event check-in, attendance tracking, seating updates, guest questions and onsite details to ensure a polished and welcoming donor experience.
• Coordinate event-related communications, including invitations, reminders, confirmations, briefing materials and follow-up communications that are accurate, timely and aligned with Guthrie standards.
• Maintain continuity of the Guthrie brand and donor experience across Development events and assist with post-event evaluation and improvements.
• Help develop and implement meaningful donor stewardship touchpoints connected to Guthrie productions, donor events, giving milestones and Development priorities.
• Coordinate personalized donor seat notes, event follow-up, gratitude outreach and other relationship-centered communications in partnership with Annual Giving staff.
• Support donor benefit fulfillment and donor experience workflows, ensuring donors receive accurate information, timely responses and thoughtful service.
• Monitor and respond to the Development events RSVP inbox and event-related phone inquiries in a timely, professional and welcoming manner.
• Partner with gift officers and Development colleagues to identify donor preferences, special guest considerations and follow-up opportunities before and after events.
• Track stewardship activity and relevant donor interactions in Tessitura or other systems as appropriate.
• Maintain accurate event and donor records in Tessitura, including RSVPs, attendance, seating, dietary restrictions, donor notes and related event information.
• Coordinate with Box Office, Front of House, External Events, Catering, Finance, Marketing, ITS and other internal partners to resolve event and donor questions.
• Support expense tracking, invoice processing, budget documentation and Development event calendars in collaboration with the Development Events Manager and Development Operations.
• Prepare and maintain event materials, briefing documents, name tags, seating charts, guest lists, templates, timelines and organized event files.
• Participate in Development team and event planning meetings, and serve as a professional liaison to donors, volunteers, vendors and internal partners.
• Provide flexible support during peak workload periods, staff transitions and evolving department priorities, and support additional Development projects as assigned.

Requirements

• 2 or more years of experience in event planning, donor relations, hospitality, nonprofit development, arts administration or a related field required.
• Demonstrated experience supporting or executing high-touch events, donor/member experiences, hospitality functions or comparable guest-facing activities.
• Strong written and verbal communication skills, including the ability to proofread and edit clear, accurate and donor-facing communications.
• Exceptional attention to detail and accuracy, particularly with guest lists, seating, donor records, event details and written materials.
• Can manage multiple projects with overlapping timelines and respond effectively to time-sensitive needs.
• Comfort with phone-based and email-based donor communication, and strong interpersonal skills with donors, volunteers, trustees, vendors, artists and colleagues.
• Can maintain confidentiality, exercise sound judgment and remain poised, flexible and solution-oriented in a fast-paced event environment.
• Proficiency in Microsoft Office products, specifically Word, Excel and Outlook.
• Experience with CRM systems required; Tessitura experience preferred.
• Experience with event scheduling, project management or ticketing systems preferred.
• Interest in the performing arts, especially theater, preferred.
• Can stand and walk for extended periods of time, can stand in the same location for extended periods of time; and can lift/move/carry event materials up to 15 lbs. as needed.
• Must be willing to work evenings and weekends, especially around Development events and activities.
• Experience with and commitment to working with individuals and teams that exemplify diversity of identity, experience and perspective, including but not limited to race, color, gender, gender identity, gender expression, age, family and/or marital status, creed, religion, ancestry, disability, national origin, sexual orientation or sexual identity, veteran status, genetic information, pregnancy, body size/type, status with regard to public assistance or any other basis protected by federal, state or local law.

Benefits

• Health, Dental, Vision
• Health Savings Accounts (HSA)
• Employer contributions to HSA
• Flexible Spending Accounts (FSA)
• Dependent Care FSA
• Group Life Insurance
• Voluntary Life Insurance
• Long Term Disability
• Short Term Disability
• Employee Assistance Program
• 403(b) Retirement Plan (with employer match up to 4.5% after one year of service)
• Subsidized passes for Metro Transit buses and trains
• Discounted pre-tax monthly ramp parking
• Generous Paid Time Off (PTO)
• Volunteer Time Off (VTO)
• Complimentary Tickets: To Guthrie productions
• Discounted Tickets: To all shows produced by the Guthrie and to some performances hosted by the Guthrie
• Discounts to Guthrie classes and camps
• Guthrie Store discount
• Employee Affinity Groups