Position: Concert and Community Event Coordinator  

Reports to: Director of Strategic Operations and Engagement

Hours: Flex-time, average of 10-15 hours per week, including concert weekends

Pay rate: $18-20 per hour

Location: On-site responsibilities at Wentz Concert Hall in Naperville, IL, storage locker in Lisle, IL, and other nearby locations as needed. Flexible, remote work when not coordinating events.

Overview:

The Concert and Community Event Coordinator is responsible for managing concert logistics, supporting event planning, and ensuring smooth execution of concerts, fundraisers, community outreach, and events for the DuPage Symphony Orchestra, and other relevant duties as assigned.

Key Responsibilities:

• Concert Logistics:

  • Manage dress rehearsal and concert logistics as needed with North Central College and other venues.

  • Ensure proper FOH coverage for all concerts, including coordinating the setup and staffing of the Patron Services table, managing student interns (when available), collaborating with the Board of Directors and volunteers to recruit/train ushers, and staffing the Marketing table.

  • Retrieve and return equipment for concerts/events from our storage locker (Lisle, IL).

  • Set up concert lobby, Open Rehearsal, and subscriber reception areas; create welcoming environment for marketing table, Instrument Petting Zoo, and other interactive experiences.

  • Order / arrange for the pick-up and delivery of flowers, catering supplies, and other in-kind donations required at performances.

  • Pick up program books and marketing materials from the print shop.

  • Arrange housing and transportation for guest artists, in conjunction with the Music Director and the artist's agent.

  • Support execution of youth-focused initiatives such as our Young Artists Auditions and Open Dress Rehearsals by collaborating with the Music Director and relevant committees to manage program logistics and coordinate with key corporate sponsors, supporters, and volunteers.

  • Manage timelines for deployment and execution of print materials between staff, committee chairs, and print house, including (but not limited to) programs, marketing materials, brochures, bookmarks, swag, and educational print pieces.

  • Coordinate logistics with event venues, including requests from orchestra partners and sponsors.

• Event Support:

  • Help plan and assist at fundraisers and other special events.

  • Coordinate logistics, including ticketing and live streaming as needed, for all Chamber and small group performances in a variety of DuPage County area venues, such as local libraries, public or private park pavilions, senior housing, etc.

  • Ensure that all insurance and liability documentation is on hand for community events.

• Physical Asset Management:

  • Maintain a tidy and organized storage locker.

  • Manage general supply and print material inventory; send replenishment requests as needed to Director of Strategic Operations and Engagement.

  • Ensure banners and other event materials are in good working order. Submit requests for the repair or replacement of damaged banners, posters, and other supplies.

• Other related duties as assigned.

Qualifications:

• Associate’s degree required; Bachelor’s degree in Event Management, Arts Administration, Hospitality, Business Administration, or a related field preferred. Equivalent experience will also be considered.

• Proven experience in event planning and logistics, or a related role. Experience working with non-profit organizations, especially in the arts and culture sector, is highly desirable.

• Familiarity with managing front-of-house operations and volunteer coordination.

• Strong organizational and project management skills with the ability to handle multiple tasks simultaneously.

• Excellent communication and interpersonal skills, both verbal and written.

• Ability to coordinate and collaborate effectively with a diverse group of stakeholders, including students, volunteers, board members, and corporate sponsors.

• Strong problem-solving skills and the ability to remain calm under pressure.

• Strong customer service orientation with the ability to create a welcoming environment for patrons.

• Detail-oriented, with strong visual display intuition.

• Familiarity with local venues and vendors is a plus.

Other Requirements:

• Must have reliable transportation to Wentz Concert Hall, the storage locker in Lisle, and other locations within DuPage County.

• Physical ability to handle the setup and breakdown of event materials and equipment.

• Flexibility to work evenings and weekends as needed for concerts and events.

To apply, submit your cover letter and resume to info@dupagesymphony.org.