Program and Events Coordinator, Extension Division

Description:

The Juilliard School’s Extension Division seeks a Program and Events Coordinator to manage the planning and execution of event logistics for Extension Division special events and activities, including Juilliard at Work professional development program as well as outside rentals. Reporting to the Administrative Director of the Extension Division, this role serves as the centralized program planning and logistics lead for live, client-facing events held both on-site and off-site.

The Coordinator is responsible for end-to-end event execution, including room reservations, planning timelines, staffing coordination, vendor management, catering, technical needs, and on-site oversight. In addition to event execution, the Coordinator manages operational and administrative functions, including contracts, budgets, invoicing, and payment processing. This role manages all post-confirmation logistics once scope and budget are approved and ensures events are delivered accurately, professionally, and on schedule.

Clear communication, sound judgment, and strong organizational skills are essential. The Coordinator serves as the on-site point of contact for in-person events and must be available to adjust work schedules as needed to support evening and weekend engagements. The role requires the ability to manage multiple concurrent events, coordinate across internal departments and external stakeholders, and respond effectively to time-sensitive issues before and during live events.

The salary range for this role is $70,000-$72,000 annually.

Working at Juilliard

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school’s mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other’s company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on community and culture.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.

Role Responsibilities:

Plan and execute event logistics for Juilliard at Work engagements, facility rentals, and Extension special events.
Coordinate room reservations, space usage, storage needs, signage, access requirements, production timelines, and internal scheduling.
Manage logistical coordination with internal departments including Facilities, Public Safety, Production, IT, and Finance.
Prepare and distribute internal logistics plans, run-of-show documents, and event timelines to ensure alignment across all stakeholders.
Coordinate vendors and service providers, including catering, A/V, and technical support, as required by each event.
Provide on-site logistical support before, during, and after events to ensure smooth execution and timely resolution of operational issues.
Manage contracts, invoices, vendor payments, and budget tracking in coordination with Legal and Finance.
Track approved budgets, reconcile expenses, and support post-event financial closeout and reporting.
Maintain project management tools, schedules, and documentation to coordinate multiple concurrent events.
Support continuous improvement of event workflows, templates, and operational systems to ensure consistent, efficient delivery across a high-volume event portfolio.

Minimum Requirements:

Bachelor’s degree required

Minimum 3–5 years of experience in event production, event coordination, venue operations, or arts administration, with direct responsibility for live, in-person events.

Demonstrated experience managing event logistics in complex, multi-department environments, including space usage, access, scheduling, internal approvals, and on-site coordination.

Proven ability to manage contracts, invoices, vendor payments, and budget tracking with accuracy and attention to detail.

Strong organizational skills and the ability to manage multiple concurrent events, timelines, and priorities.

Excellent written and verbal communication skills, with the ability to coordinate effectively across internal departments and external vendors.

Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort using project management, scheduling, or tracking tools.

Ability to serve as an on-site point of contact and to adjust work schedules as needed to support evening and weekend events.

Preferred Background:

The ideal candidate will bring experience in event production or venue operations within a higher education, performing arts, nonprofit, or cultural institution. Strong candidates will demonstrate the ability to balance hands-on event execution with administrative follow-through, including documentation, financial reconciliation, and post-event reporting. Familiarity with project management tools (e.g., Airtable) and proficiency with the Microsoft Office Suite are required; comfort learning new systems and tools as needed is essential. Above all, the successful candidate will be a reliable, detail-oriented planner who supports live events behind the scenes and ensures consistent, high-quality execution in alignment with institutional standards.

*Please note that submission of a cover letter is a requirement of all applicants. An application will not be considered without a cover letter submission.

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.