Jobs & Opportunities

Special Events Coordinator

Reports to: Director of Development
Type: Salary, Full-time, Exempt

Position Overview

Hawaiʻi Opera Theatre (HOT) seeks a dynamic, self-motivated individual to plan, coordinate, and execute all HOT events, both on & off-site, including HOT’s largest fundraising event of the year—Opera Ball—and various events around HOT productions. Coordinate volunteer needs for events, including front of house volunteers for productions.

Job Functions:

  • Plan, coordinate and execute all aspects of a wide range of special events for the company, both on and off-site, including HOT’s annual fundraising gala, Opera Ball, donor & patron events, marketing/education events and more, in collaboration with the Director of Development, Director of Production, and other department heads as appropriate.
  • Maintain HOT’s extensive volunteer program, including recruiting, scheduling, training, communication and stewardship, collaborating with staff from Production (Wig & Makeup; Wardrobe; Security), Artistic (Chorus; Supernumeraries; Hospitality), Development (Special Events, Opera Ball), and Education to ensure adequate coverage for all productions and events.
  • Monitor events@hawaiiopera.org email inbox; respond to inquiries in a timely manner.
  • Create event activities within Tessitura database and track event invites, RSVPs, and attendance against constituent records. Work directly with HOT’s Box Office on any ticketing needs for events.
  • Provide administrative support for the annual Opera Ball by working with the Opera Ball Chair(s) and various Committees (scheduling meetings, taking meeting notes, distributing materials, following up with committee chairs on planning progress, etc.), including pulling target lists from Tessitura, maintenance of Greater Giving platform for Silent Auction, production of solicitation and acknowledgement letters, as well as day of, on-site coordination.
  • Assist in managing annual events budget; assist with working with vendors for events including cost proposals, bookings, and invoices, serving as a day-of point of contact.
  • Coordinate ACT II Fundraising Program needs, liaising directly with the lead volunteer to provide support of the store. Inventory donated items, produce acknowledgement letters, and occasionally pick up donations. Balance cash box and assist with cashiering as needed. Reconcile day-end sales in Tessitura.
  • Help produce weekly content for ACT II promotions, coordinating with the Director of Marketing & Communications on advertising. Schedule & plan specialty shopping events.
  • Train volunteers, as needed.
  • Manage invitations for all events; creating lists of invitees, working with the Director of Marketing on invitation design, and coordinating mailings and e-blasts.
  • Provide light reception and administrative coverage.

Qualifications and Skill Requirements:

  • Outstanding interpersonal skills including the ability to interact and work collaboratively with staff, artists and volunteers in a highly professional, confidential and tactful manner.
  • Ability to set priorities, coordinate multiple projects with tight timelines and meet firm deadlines while maintaining accuracy and a meticulous attention to detail. Project coordination experience a must.
  • Experience coordinating and executing both intimate events for 20-50 people, as well as large scale events for 500+ attendees. Experience coordinating fundraising events a plus.
  • Ability to take initiative and work independently, utilizing good judgment.
  • Excellent listening and communication skills, both verbal and written, as well as good copywriting and proofreading skills; an individual who is straightforward, articulate, tactful, diplomatic, respectful, and open in communicating with others.
  • Ability to respond to complex requests and provide high-level customer service.
  • Proficiency in Microsoft Office applications; knowledge of Adobe Creative Suite and basic graphic design a plus.
  • Experience with customer relationship management (CRM) software a plus.
  • Experience managing volunteers a must.
  • Ability to manage and work within a budget.
  • Must have evening and weekend availability to work opera events as needed.
  • Able to lift 45 pounds.
  • Must perform the functions of the position in a safe manner.

To apply, please submit a cover letter, resume, and a writing sample relevant to the position’s duties to employment@hawaiiopera.org. No calls please.
Hawaiʻi Opera Theatre is an Equal Opportunity Employer


Office & Marketing Assistant

Reports to: Director of Marketing & Communications
Type: Regular, Full-time, Non-exempt, Hourly

Position Overview

Hawaiʻi Opera Theatre (HOT) seeks a dynamic, self-motivated individual to assist our Director Marketing & Communications to provide general administrative support to the HOT offices and Staff and assist with administrative duties as it relates to both Marketing and the Box Office.

Job Functions:

  • Office and Staff Support
    Provide general administrative support for the office and Staff, including:

    • Maintain inventory of office supplies and place orders as needed. Keep copy room organized and always stocked.
    • Keep track of letterhead supply and work with various departments on mailings.
    • Manage staff birthday celebrations.
    • Act as the liaison for office machine maintenance, lease renewals and troubleshooting issues, including office phones and Wi-Fi/internet.
    • Order business cards and keys for new staff members, as well as handle parking.
    • Renew various company subscriptions.
    • Manage offsite records for Director of Finance & Administration.
    • Serve as the point of contact for building related issues.
    • Opening/distributing mail and packages and making Post Office/UPS/FedEx runs.
    • Update and distribute the company staff roster.
    • Front desk receptionist oversight a must.
    • Provide additional office support as needed to various departments, such as Artistic, Development, Education, Finance and Production.
  • Marketing Support
    • Provide assistance to the Director of Marketing & Communications with a variety of marketing collateral, such as presentations, brochures, emails, and social media.
    • Provide assistance to the Director of Marketing & Communications with gathering content for promotional marketing campaigns and assist with implementing the annual subscriber renewal campaign.
    • Support the Box Office Manager in all aspects of ticketing, including subscriptions, single tickets, group sales, complimentary tickets, gift certificates, special programs, and all mailed ticketing communications, including mail merges to print, stuff, address, stamp, and mail materials.
    • Help handle ticketing inquiries via phone or email, solving customer service issues or appropriately escalating to other personnel as needed.
    • Understand and assist in explaining donor benefits, specials, promotional programs, and offers.
    • Work the will-call window and/or guest check-in at all performances and HOT events in conjunction with the Box Office Manager.
    • Other responsibilities, as assigned by the Director of Marketing & Communications.

Qualifications and Skill Requirements:

  • Associate or bachelor’s degree is ideal, but not required, from an accredited college or university.
  • Experience equivalent accepted.
  • Minimum one (1) years of related work experience.
  • Outstanding interpersonal skills including the ability to interact with artists, staff, volunteers, and the public including donors and event patrons, in a professional, confidential, and tactful manner.
  • Basic understanding of customer service and sales principles; ticketing experience is a plus.
  • Experience with customer relationship management (CRM) software is ideal.
  • Experience with design tools is ideal; Canva is a plus.
  • Excellent listening and communication skills, both verbal and written; an individual who is straightforward, articulate, tactful, diplomatic, respectful, and open to communicating with others.
  • Ability to handle money in all forms. Basic knowledge of financial reporting preferred.
  • Comfortable answering customer questions and patient when resolving customer issues.
  • Proficiency in Microsoft Office applications.
  • Ability to work independently, prioritize tasks, and exercise good judgment and initiative.
  • Ability to manage multiple, competing priorities successfully; thriving in a fast-paced, rapidly changing environment.
  • Ability to attend evening and weekend opera events.
  • Must perform the functions of the position in a safe manner.

To apply, please submit a cover letter, resume, and a writing sample relevant to the position’s duties to employment@hawaiiopera.org. No calls please.
Hawaiʻi Opera Theatre is an Equal Opportunity Employer