Job Title: Events & Gallery Coordinator
Reports To: Executive Director

Organization Background:

The Clifton Cultural Arts Center (CCAC) is a not-for-profit 501(c)(3) organization dedicated to strengthening the critical link between participation in the cultural arts and successful children, adults and communities.  Since opening our doors in September 2008, CCAC has attracted over 140,000 visitors to enjoy an exhibit, class or event.


CCAC seeks a dynamic, detail-oriented self-starter who is committed to the arts and community building, and would like to take a key role in our fun, fast-paced environment.   CCAC is hiring an Events & Gallery Coordinator. This role will allow an entrepreneurial individual the opportunity to be involved in the growth of a rare and remarkable organization.


This position is responsible for maximizing CCAC’s utilization, patron engagement/satisfaction, and revenue generation through sales and management of space rentals, as well as coordination of exhibitions and opening receptions.  The position will focus on the promotion and sales of CCAC as a venue for private events (i.e. weddings, art fairs, meetings, parties, performances, etc.) including negotiating and executing contracts, coordinating events, and responding to patron and vendor needs to ensure optimal satisfaction.  In addition, the Events/Gallery Coordinator will coordinate exhibit openings, artists’ receptions, etc., working with artists, CCAC staff/work study students/interns, and the Executive Director to execute high-quality, well-planned, effectively-marketed events that draw people to CCAC and grow the Center’s patron base.  NOTE: This position will require flexible work hours, including evenings, holidays and weekends, to oversee execution and coordination of scheduled events.

Minimum Requirements:


  • Associate’s Degree in Business, Arts Administration, or an Arts/Humanities Discipline, Bachelor’s Degree preferred or commensurate work experience.


  • One to three years of experience in a sales/marketing-related role, with preference given to experience in event planning and/or arts administration in a non-profit setting.

Specialized Skills/Attributes:

  • Proven experience in a sales-related role requiring proactive generation/conversion of customers
  • Ability to develop and maintain strong relationships with various stakeholders (patrons, vendors, caterers, event planners, program partners);
  • Experience or aptitude in marketing and public relations;
  • Exceptional oral and written communication skills;
  • Proficiency in the use of technology and various software programs;
  • Demonstrated business acumen, including financial management and budgeting experience;
  • Effective time management skills, and the ability to handle simultaneous, complex projects;
  • Flexibility, collaborative working style, and a sense of humor.
  • Able to lift up to 25 pounds.

Specific Outcomes:

Private Event Rentals (Approx. 80%)

  • Manage the facility rental activity of all paid rentals at CCAC
  • Proactively source prospects for events through individual contacts, networking opportunities, trade shows, and business/non-profit contacts
  • Conduct facility tours and explain amenities, rental rates, policies, terms, and schedules
  • Manage the event rental schedule/calendar for the facility
  • Maintain all communication with clients and/or clients’ event planners/vendors as necessary
  • Report to Executive Director data regarding events, schedules, contacts, income projections, and marketing initiatives on a regular basis
  • Create rental agreements and secure contracts and payments; follow-up on outstanding or delinquent payments/invoices as needed
  • Coordinate event supervision and management of staff, volunteers, caterers, maintenance, vendors, etc.
  • Implement other activities and responsibilities as directed by the Executive Director

Gallery Coordination (Approx. 20%)

  • Manage, with Executive Director, CCAC exhibitions, including opening receptions
  • Coordinate all administrative aspects of the exhibiton including annual exhbition schedule and interactions with artists, volunteers, staff, etc.
  • Collaborate with Executive Director and/or committee(s) to maximize quality and impact of exhibitions for audiences
  • Coordinate setups of personnel and equipment required for installation and de-installation of exhibitions
  • Work with interns/staff, volunteers and artists to promote and publicize exhibitions
  • Maintain financial record of art sales and commissions
  • Implement other activities and responsibilities as directed by the Executive Director

This position is full-time.  The list of outcomes above is not exhaustive and is subject to change.

To apply, please send a thoughtful cover letter (outlining your interest in and qualifications for the position) and resume to with your first and last name in the subject line and the file name.  Electronic submissions (as Word Documents or PDFs) are required; no phone calls, please.  Applications must be received by 5 p.m. on Friday, September 16, 2016.  CCAC is an equal opportunity employer, and encourages applications from all qualified applicants.