Job Summary
Event Producer
- Manage logistics for 60+ annual speakers and literary guests before, during, and after events. These will primarily be the main Author Events series but could also include One Book One Philadelphia events, occasional community conversations/events, and other public programs.
- Be responsible for reserving spaces in the Library through the Library’s internal system
- Complete set-up memos for each event and provide them to the facilities staff within the requested time frame
- In coordination with Free Library staff members, ensure the design, set-up, and breakdown of the Montgomery Auditorium and other Library spaces before and during lectures
- Facilitate book signings
- Coordinate planning and logistical needs with various departments of the Free Library (including but not limited to facilities, A/V, security, custodial) in support of event logistics and planning on an as-needed basis
- Manage night of volunteers
- Introduce events and Moderate Q&A’s as necessary
- Develop “Roles and Responsibilities” documents for all speaker series and community programming events
- In collaboration with external strategic partners, manage 1-3 special events annually
Program Management Support:
- Support the Community Engagement and Public Programs team in a variety of program planning and program management tasks
- Draft and send reminder emails for all events to event registrants
- Monitor general inboxes, responding to and forwarding emails as appropriate
- Answer and return phone calls from patrons with questions about events, ticket sales, and general programming matters
- Facilitate and organize scheduling volunteers for Author Events and occasionally One Book, One Philadelphia events. The process occurs on a monthly basis and is in partnership with FLP Volunteer Services Department.
- Research, identify, and support the development of partnerships designed to increase attendees at speaker series and community events
Night-of Events Acitivies
- Assist in patron management during all stages of event production
- Manage and assist authors during events
- Introduce and/or moderate events as assigned
- Set up and cleanup of library spaces before and after events
- Ensure positive audience experiences for all patrons, attendees and signing line participants
- Work with FLP staff to ensure the smooth running of all speaker events and community programming that takes place onsite
Fundraising and Resources Development Support:
- Additional responsibilities include fostering a culture of philanthropy mindset. As a nonprofit organization, all staff are expected to actively engage in fundraising efforts organized or attended by staff, and to promote the organization's mission and values in and outside the organization.
Qualifications
- College Degree with a minimum of 3 years’ experience in event management, publishing, or other related non-profit field required.
- Experience in project management
- Proficiency in Microsoft Office Suite and office database systems
- Proficiency in video editing
- Experience using social media and other platforms to promote events and programs
- Proficiency with Microsoft Office Applications, including Word, Excel, PowerPoint and Outlook, video editing software as well as social media and basic HTML familiarity required.
- Successful logistical, promotional and financial tracking skills in support of public programming and have a well-developed stage presence.
- Flexibility for evening commitments and occasional weekends
Competencies
- Self-starter with excellent judgment and time management
- Proven track record of great customer service with a diverse public
- Exceptional verbal and written communication skills, coupled with the ability to engage an audience
- Evidence of ability to multi-task with attention to details and logistics, including volunteer management
- Aptitude for collaborative work within a dedicated team
Pay: $58,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Application Question(s):
- This position requires managing logistics for more than 60 public events annually, including frequent evening events between September and June. Please describe your experience planning and executing live events, including the approximate number of events you have managed and your specific responsibilities.
- This role requires regular evening attendance (approximately 50–60 events per year) and occasional weekend work, as well as working onsite at least three days per week (currently Tuesday, Wednesday, and Thursday). Are you able to meet these scheduling and onsite requirements?
- Describe a time when you coordinated an event involving multiple stakeholders (such as speakers, vendors, volunteers, facilities, security, or technical staff). How did you manage competing priorities and ensure the event ran successfully?
- Which of the following tools and skills do you have professional experience using? (Select all that apply.)
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Event registration or database systems
Social media management for event promotion
Video editing software
Basic HTML
Volunteer coordination
None of the above
- Please share your salary expectation.
Work Location: In person
