Events Manager

POSITION OBJECTIVE:

The Events Manager plays a key role in supporting the coordination, execution, and implementation of Advancement special events that engage a diverse audience of prospective and current donors, as well as those events with special catering and production needs that support Public Programs, Education, and the museum as a whole, frequently in partnership with other departments across the museum.

This full-time position offers full set of benefits: medical, dental plans, life insurance, long term disability, retirement plans, voluntary programs, AAM membership, EAP program, paid time off, and more.  

ESSENTIAL FUNCTIONS:

Events Management

• Build andmaintainstrong relationships with internalstakeholder’sby understanding the organization’sobjectivesand help ensure that service delivery is of the highest quality.
• Coordinate with and assist theDirector of Eventsto implementmajormuseum-sponsoredinternaleventsthat support cultivation and stewardship objectives:Updating event calendars, developing and managing budgets, creating production timelines, negotiating with all pertinent vendors (including caterers, florists, valet, and audiovisual providers), reviewing contracts, processing payment requests, liaising with applicable departments, coordinating event logistics, arranging security, and supervising events onsite. 
• Collaborate with the Venue Rentals team as needed on select external rentals that engagecorporatesponsors or wherecross-team support is needed to staff events
• Provide logistical and other support for a select range of public, education, and other institutional programs,and the Director’s Office,including monthlyPhillips after 5programs, with duties that may include: selecting caterers, purchasingsupplies, andworking with the interdepartmental planning and security teams. 
• Assist the Director ofEvents with allaspects of the AnnualGala, a major revenue driver:meetingsand committee support, producing and managing strict adherence to Gala production timeline,coordinating with vendors and internal teams.

Event Communications and Stewardship

• Serve as primaryEventscontact and record RSVPs and attendance in databases.
• Serve as Project Managerfor collateraldevelopmentand e-communications vehicle project management and delivery, in partnership withMarComm, for all special exhibition and installation openings, as well asforcorporate cultivation and stewardship eventsand cross-constituent events like the Annual Town Hall and Exhibitions on the Horizon.
• Work with the Advancement Associate to support invitation list management, produce check-in lists.
• Supervise the development and implementation of the production timeline, design, proofing, printing, and mailing of event collateral and signage.
• Communication with diplomatic and institutional partners as neededregardingcollaboration around events

General Administrative

• Work with Finance to prepare invoices and securepaymentfor vendors.
• Plan and execute internal events frominitialconcept through completion, developing room layouts and production plans,determiningstaffing requirements, coordinatinglogisticswith internal departments and vendors, overseeing setup and breakdown, and managing onsite event operations.
• Manageand organizesupplyneedsfor internal Advancement events such as beverages, paper products,and supporting equipment and supplies.
• Ensuretimelyeventadvance andfollow-up: briefingsandinvoicing
• Perform other events-related duties as assigned.

REQUIRED QUALIFICATIONS: 

• 2-4years ofexperience in related events, sales, and/or hospitality. 
• Ability to prioritize and multi-taskinfast-pacedenvironmentandremain calm inhigh pressuresituations.
• Extraordinary attention to detail.
• Creative, energetic, positive,and goal oriented.

• Maturity, confidence, and presence to work effectively with donors, senior executives, vendors, volunteers, museum Trustees,and staff on all levels.
• Excellentwritten and verbalcommunicationskillsthat are bothpro-activeand highly responsive.
• Knowledge ofsoftwareincludingMicrosoft Office Suite – Word, Excel, Outlook, PowerPoint, and Teams.
• Abilityto workadditionalhours: early mornings, lateeveningsand weekends as neededfor events.
• Ability tomaintainconfidentiality and use discretion when handling sensitive and confidential situations.
• Knowledge ofspecial eventprotocol,etiquette, and catering.
• Ability to move furnitureand items up to 50 lbs.as needed, with or withoutassistance.
• Abilitytostand for extended periods of time. 

PREFERRED QUALIFICATIONS:

• BA/BS strongly preferred.
• Management experience with a demonstrated ability to supervise staff and delegate efficiently.
• Knowledge ofsoftware including: Altruor comparable CRM, andSpecial Event Software–Canva,BaseCamp, Social Tablespreferred.
• An appreciation of the visual arts.