Gala and Special Events Assistant

Ordway; Saint Paul (MN); On-site; USD 20,000 - 28,000; Part time

Job summary

Ordway in Saint Paul, MN seeks a Gala & Special Events Assistant to support the planning and execution of the 2027 Ordway Gala and related donor events. You will assist the Events Manager with tasks, write for the Gala, manage meeting coordination, and provide on-site support.

Ideal candidates appreciate nonprofit fundraising, possess strong communication skills, and can handle a fast-paced, multi-task environment with flexible scheduling including evenings and some weekends.

Qualifications

• Experience in event planning, administration, or nonprofits strongly preferred.
• High school diploma or GED required; BA/BS preferred.
• Ability to work a flexible schedule, including evenings and weekends as needed.
• Reliable transportation required.

Responsibilities

• Assist the Events Manager in organizing Gala tasks to ensure fundraising goals are met.
• Assist in writing for the Gala including social media, emails, auction descriptions, and event blurbs.
• Coordinate in-person and Zoom committee meetings; take meeting notes.
• Provide on-site event support to the Events Manager for the Ordway Gala and related tasks.
• Support planning and coordination of donor cultivation and benefit events.

Skills

Communication skills

Teamwork

Organization

Flexibility

Education

High school diploma or GED

BA/BS preferred

Job description

2027 Gala & Special Events Assistant

Job Description

The Ordway: The Ordway is the arts epicenter of Saint Paul, Minnesota, and one of the leading nonprofit performing arts centers in the country. Founded on the belief that performing arts should be wide-ranging and accessible to all, the Ordway is home to a variety of performances that encompass the finest in Broadway musicians, concerts, dance and vocal artists. Known as the most comfortable place to catch a show in Minnesota, the Ordway includes a magnificent 1,900-seat Music Theater, a state-of-the-art 1,100-seat Concert Hall and spacious lobbies. The Ordway aims to reflect the communities it serves and address barriers to ensure everyone can experience the power of the performing arts.

Position Purpose: The Gala & Special Events Assistant will assist the Ordway’s Events Manager with the planning and execution of the 2027 Ordway Gala, and other donor cultivation and stewardship events. This includes all aspects of event planning, development, and management. The ideal candidate will take initiative in a fast-paced environment, be flexible with multiple task assignments, and have an interest in special events and fundraising.

Benefits of the position:

• Exposure to nonprofit fundraising.
• Gain event management skills and experience.
• Develop database and office skills.
• Develop professional contacts with Ordway staff, partners, and volunteers.
• Logistical knowledge of special events.

Position Details:

• Posting Date: 10/26/26 - The Ordway is dedicated to building an equitable environment and strongly encourages applications from populations underrepresented in the theater field.

• Pay: $17.50 per hour
• Schedule: 10-15 hours/week January-March 2027 and 20-25 hours/week May–June 2027. Some evening and weekend work is expected in Spring 2027. Full days, possibly late into the evening, are anticipated June 13 - 27.
• Employee Type: Hourly, Part-time, Temporary
• Department: Advancement
• Reports to: Events Manager
  • Assist the Events Manager in the organization of Gala tasks to ensure event meets fundraising goals.
  • Assist in writing for the Gala including for social media, emails, auction descriptions, and event blurbs.
  • Assist in coordinating in-person and Zoom committee meetings. Take meeting notes.

Key Performance Areas:

• Provide on-site event support to the Events Manager leading up to, and the day of, the Ordway Gala on Saturday, June 26.
• Provide support to the Events Manager with post-Gala tasks.
• Assist the Events Manager with planning and coordination of donor cultivation and benefit events.
• The Ordway is especially interested in candidates who can contribute to the diversity and inclusive excellence of the organization through their communication skills.

Other Qualifications:

• Ability to anticipate and pivot to solutions for unexpected challenges.
• Work on multiple projects simultaneously.
• Ability to work effectively in a collaborative team setting.
• Ability to demonstrate positive, proactive and self-motivated behavior.
• High school diploma or GED required, BA or BS preferred.
• Experience in event planning, administration, or nonprofits strongly preferred.
• Reliable transportation required.
• Ability to work a flexible schedule, including evenings and weekends as needed.

Ordway is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, creed, marital status, familial status, public assistance status, age, local human rights commission activity, national origin, and veteran, or disability status. The Ordway Theater and administrative office are wheelchair accessible and service animals are welcomed. All applicants who have questions or needs regarding access accommodations or interpreting assistance for job interviews are encouraged to reach out to Human Resources.

We know there are great candidates who may not fit into the criteria we’ve outlined here, or who have important skills we haven’t listed. If that’s you, please don’t hesitate to apply anyway and tell us about yourself.