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Duties and Responsibilities

ESSENTIAL DUTIES & FUNCTIONS

Event Management

• Plan and facilitate logistics for events at McCarter, including venue preparation and breakdown, catering,
entertainment, equipment, and décor; reserve spaces on ArtsVision, our internal calendaring software.
• Coordinate and collaborate cross-departmentally with Front of House, Artistic, Production, Marketing,
Development, and Operations to ensure seamless execution of events and alignment with organizational goals.
• Oversee all aspects of event staffing, including scheduling, supervising, and coordinating staff, volunteers, and vendors to meet event requirements and deadlines; utilize platforms such as Volgistics for scheduling and
approving timecards in ADP; create detailed event timelines and production schedules.
• Manage all financial aspects of events, including budgeting expenses and income, invoicing clients, tracking
payments, reconciling expenses, and ensuring adherence to financial guidelines.
• Collaborate with Operations and other departments to align budgetary needs for permits, staffing, and other
event-related costs, with the aim of maximizing productivity and revenue.
• Intake and respond to rental inquiries from the public: local non-profits, community partners, individuals,
McCarter Members, and corporations.
• Organize and manage the Performance Plus Calendar and lead bi-weekly meetings with the Assistant Production Manager to coordinate events, post-show discussions, Princeton events, and other community-focused programs.
• Maintain operational resources, including a comprehensive vendor database, inventory of event supplies, and access to ticketing and event planning software, such as Tessitura.
• Work with the Marketing team to manage event and venue pages on McCarter’s website.

Internal Collaborations

• Development Events: Manage Corporate Sponsor Events, Member’s Week, VIP Box Events, Opening Night
Parties, Director’s View, Meet and Greets, Behind the Scenes Tours, and board member events.
• Marketing Events: Coordinate Group Sales Events and community partner/public facing events e.g., Pride Parties.
• Princeton University Partnerships:
ο Facilitate events with university departments such as the Lewis Center for the Arts, SPIA, Office of the
Dean of Undergraduate Studies, Grad Futures, and Winter Session.
ο Identify new partnerships across university departments, corporations, and individuals.
ο Represent McCarter at select university meetings to promote collaboration and expand partnerships as
needed.
• Education Events: Support educator programs surrounding McCarter’s presented events.
• McCarter Gala: As is appropriate in this interim period, lead initial planning of the annual gala, including securing rentals, permits, and vendors; creating timelines and checklists; scheduling volunteer and paid staff; and coordinating logistics with Development, committees, and university departments.

Operations

• Work with the Director of Operations to create and refine building systems to support space use with an eye for safety and efficiency.
• Serve as a secondary contact for the university’s Facilities Department, submitting maintenance requests.
• Support the university Building Services team with the creation of custodial calendars.
• Schedule and manage CPR/AED/First Aid and Emergency Preparedness Training for McCarter staff.
Supervisory Responsibilities
• Supervise event crews of 3-6 people including Event Leads, Event Assistants, and Bartenders.
• Support Operations Casual employees with work projects around the building e.g., small projects, office moves, and shredding events
• Responsible for fostering an environment that promotes excellence in teamwork and patron experience, as well as creating/approving weekly schedules and timecards for payroll.
• Conduct regular feedback and coaching conversations while providing ongoing training and development
opportunities for staff.
• Prioritize safe working practices while embodying McCarter's safety and community expectations policies to
maintain a secure environment for all staff, patrons, and guest artists.
• Engage in the ongoing work of fostering an equitable and inclusive environment at McCarter. Actively seek ways to improve work practices to ensure greater accessibility, representation, and belonging for all, while upholding and exhibiting our stated values of “justice and joy, beauty and belonging.”