Educational Theatre Association→
Events Manager at Educational Theatre Association in Chicago, IL
Skills
Job Description
The Events Manager supports the planning, coordination, and execution of educational programs and events for the Educational Theatre Association (EdTA), including the International Thespian Festival (ITF), Theatre Education Conference (TEC), and Leadership Summit. The Event Manager will also manage the esteemed Chapter Select program (a one-act theatre festival at ITF) from page to stage.
This position coordinates the college auditions program at ITF, assists the Director of Events with MainStage programming and other major event operations. Additional responsibilities include coordinating staff meals at events, supporting guest services, coordinating the ITF safety team, and preparing event reports.
The ideal candidate is an organized, detail-oriented professional with experience in event production, stage management, line producing, hospitality, or a related field. The Event Manager must be comfortable managing multiple projects, coordinating with diverse stakeholders, solving problems in a fast-paced environment, and supporting the successful delivery of events from planning through execution.
This is a remote position open to anyone in the U.S.
Program and Production Coordination
Manage the Chapter Select program from page to stage, coordinating timelines, production logistics, communications, rehearsals, and performance execution.
Coordinate the college auditions program at the International Thespian Festival, including scheduling, participant communications, space assignments, and on-site logistics.
Assist the Director of Events with the coordination and execution of the MainStage program at ITF.
Coordinate with participating schools, production personnel, venues, vendors, and internal staff to support successful program delivery.
Maintain production schedules, task lists, program documentation, and logistical plans.
Monitor program deadlines and follow up with stakeholders to ensure that required materials, information, and arrangements are completed on time.
Identify and resolve routine logistical challenges, escalating more complex issues to the Director of Events as appropriate.
Event Operations and Hospitality
Coordinate staff meals during EdTA events, including scheduling, meal logistics, vendor communications, dietary accommodations, and staff communications.
Coordinate guest services and food and beverage logistics for Thespys and Educational Theatre Foundation events.
Communicate with venues, caterers, and vendors to confirm arrangements and address operational needs.
Assist with event setup, scheduling, supplies, signage, and other logistical requirements.
Provide on-site support during events to help ensure a welcoming, organized, and positive experience for attendees, staff, and participants.
Respond to event-related questions and troubleshoot logistical issues as they arise.
Event Safety Coordination
Coordinate logistics and communications for the ITF safety team.
Assist with scheduling, information distribution, and the organization of safety-related materials and procedures.
Serve as a coordination point for the safety team during assigned events.
Communicate operational concerns to the Director of Events and appropriate venue or safety personnel.
Support the implementation of established event safety procedures and emergency protocols.
Event Reporting and Administration
Coordinate the collection and organization of data for assigned programs and events.
Prepare pre and post-event reports summarizing participation, program needs and outcomes, operational observations, and opportunities for growth.
Maintain accurate records, schedules, documentation, and program files.
Use Microsoft Excel and other Microsoft Office applications to track information, organize data, and prepare reports.
Assist with event logistics, scheduling, and information management using EdTA’s event management systems.
Identify opportunities to improve administrative processes, documentation, and event coordination.
Departmental Collaboration
Work closely with the Director of Events and other EdTA staff to coordinate program needs and event priorities.
Communicate professionally and consistently with colleagues, vendors, participants, and external partners.
Provide logistical support for additional EdTA programs and events as assigned. This includes occasional weekends providing remote support for chapter events.
Contribute to a collaborative, service-oriented team environment.
Perform other related duties in support of the Education Department.
Required Qualifications
Minimum of five years of professional experience in event coordination, stage management, theatrical production, line producing, hospitality, or a related field.
Experience coordinating projects, productions, or events with multiple timelines, stakeholders, and logistical requirements.
Experience in hospitality, guest services, food and beverage operations, or a comparable service-oriented environment.
Valid Driver's License
Strong organizational skills and attention to detail.
Ability to execute CPR and render First-Aid to attendees.
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
Excellent written and verbal communication skills.
Ability to manage multiple assignments, meet deadlines, and adapt to changing priorities.
Strong interpersonal skills and the ability to work collaboratively with staff, vendors, students, educators, and other stakeholders.
Practical problem-solving skills and sound judgment in a fast-paced environment.
Ability to travel and work extended or irregular hours, including evenings and weekends, during major events.
Preferred Qualifications
Experience with event management software, registration platforms, scheduling tools, or similar systems.
Experience with theatrical productions, auditions, festivals, conferences, or educational events.
Familiarity with rehearsal schedules, production timelines, and performance logistics.
Experience coordinating catering, staff meals, hospitality services, or food and beverage arrangements.
Experience supporting event safety procedures or coordinating event personnel.
Experience collecting event data and preparing event reports.
Bilingual proficiency, particularly in English and Spanish, is a plus.
Experience working with students, educators, arts organizations, or nonprofit organizations.
EDtA is proudly an equal opportunity employer. We highly encourage and welcome people of all backgrounds to apply for this position.
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k, IRA)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Short Term & Long Term Disability
- Work From Home