EVENT COORDINATOR
Part-Time, Non-Exempt

TheatreSquared is Northwest Arkansas’s professional, non-profit theatre, recognized nationally for its bold new plays, intimate setting, and transformative community impact. Welcoming more than 80,000 patrons annually to over 350 performances and events, TheatreSquared is the largest theatre in the state and a proud champion of storytelling that uplifts, challenges, and connects. With a commitment to arts education, the company reaches thousands of students and educators across Arkansas, Oklahoma, and Missouri. Honored with the 2022 Obie Award and praised by The New York Times, The Wall Street Journal, and NPR, TheatreSquared continues to grow as a home for both innovative new works and world-class productions, rooted in the belief that theatre, done well and with passion, can truly transform lives and communities.

POSITION SUMMARY
TheatreSquared seeks a part-time Event Coordinator to join its Community Experience team. This position plays a key role in ensuring successful events and rentals at TheatreSquared by coordinating logistics, supporting clients and vendors, and providing a welcoming presence throughout each engagement. Reporting to the Event Manager and Director of Community Experience, the Event Coordinator works with both internal and external stakeholders to help execute events that reflect the theatre’s high standards of hospitality, inclusion, and community engagement.

This role requires a high level of availability on evenings and weekends, when the majority of events take place. During select periods, the Event Coordinator may be asked to step into a more prominent leadership role during the temporary absence of the Event Manager.

KEY RESPONSIBILITIES

• Respond promptly and professionally to rental inquiries via email, phone, and in person.
• Assist with logistics planning for all events, including internal productions, private rentals, community celebrations, and special functions.
• Offer guided tours of TheatreSquared’s event spaces to prospective clients.
• Support the Event Manager during events by coordinating with clients, vendors, and staff.
• Maintain and manage event documentation, floor plans, vendor lists, and calendars.
• Coordinate staffing for events and collaborate with Commons Management on food and beverage needs.
• Assist with preparation, execution, and breakdown of events, including catering and bar logistics.
• Provide high-quality customer service to clients and guests throughout their event experience.
• Collaborate with other departments on internal events such as Opening Nights, Gala, or Season Unveiling.
• Maintain the organization and cleanliness of event-specific spaces, including supply closets.
• Assist with updating marketing materials and web content for events in collaboration with the Marketing team.
  Manage booking software (Tripleseat) and assist with invoicing, budgeting, and billing.
• Represent TheatreSquared with professionalism and enthusiasm at community-facing events.
  
  

COLLABORATIVE RESPONSIBILITIES
At TheatreSquared, we value a team-oriented culture where each member is empowered to support one another. While every role has its primary responsibilities, there may be occasions—particularly during short-term absences or periods of high activity—when team members step in to assist with duties outside their usual scope.

During such times, the Event Coordinator may temporarily take on additional responsibilities, including:

• Acting as the primary contact for clients and vendors.
• Overseeing event space availability and facilitating rental agreements.
• Preparing and executing event contracts and floor plans.
• Leading planning meetings and coordinating catering and bar service in partnership with the Head Chef and Bartenders.

QUALIFICATIONS
The ideal candidate will possess:

• 2–5 years of experience in event planning or event coordination
• Demonstrated ability to manage logistics and communicate clearly under pressure
• Availability and willingness to work evenings and weekends, including late hours and holidays as needed

DESIRED SKILLS
Preferred but not required:

• Proficiency with Google Suite and familiarity with event software (e.g., Tripleseat, 3D Event Design)
• Event-related certifications (e.g., IAVM, ServSafe) a plus
• A/V experience
• Strong customer service orientation and collaborative spirit
• Excellent verbal and written communication
• A genuine interest in live theatre, community engagement, and hospitality
  
  

COMPENSATION & BENEFITS
This is a permanent, part-time, hourly, non-exempt position with a starting rate of $20–$22 per hour, commensurate with experience. The role averages approximately 25 hours per week, with heavy evening and weekend availability required to support the theatre’s event schedule.

Benefits include holiday pay, paid time off, allotted show tickets, employee discounts on food and drink, access to company employee assistance program, and the opportunity to regularly experience live theatre.

TheatreSquared is committed to creating an inclusive environment for all employees and celebrates diversity in all its forms. Qualified candidates of all backgrounds are strongly encouraged to apply.