Special Events Manager

4 weeks ago

New York, United States New-York Historical Society Museum & Library Full time

**JOB TITLE**: Special Events Manager

**DEPARTMENT**:Development

**REPORTS TO**: Director of Special Events

**ABOUT NEW-YORK HISTORICAL SOCIETY**
- Founded in 1804, the **New-York Historical Society** is one of America’s preeminent cultural institutions and the first museum in New York City. Located across from Central Park in the heart of the vibrant Upper West Side, New-York Historical is a beautiful landmark building that accommodates a wide variety of events. With an impressive collection of artwork and artifacts showcasing America’s history through the lens of New York, and engaging exhibitions that reveal the impact of history on our lives today, New-York Historical offers a striking and sophisticated setting for entertaining. We are excited to welcome event guests both local to New York and from around the globe. Proceeds from our rental program support the New-York Historical Society and its programs.**JOB SUMMARY**
- The New-York Historical Society is looking for a full-time events professional to serve as our Special Events Manager. Reporting to the Director of Special Events, the Special Events Manager is a client-facing member of a four-person team that plans and executes Museum rentals for events, as well as Special Events for New-York Historical, such as high-level donor and membership events.
- This is a full-time, exempt position with a base 35 hour per week schedule; however, this person will need to work early and/or late hours, long days, and on nights and weekends based on the events schedule.

**ESSENTIAL JOB DUTIES**

**Special Event Sales and Marketing**
- Cultivates relationships with new potential clients as well as strengthens relationships with existing clients to ensure steady, incoming inquiries;
- Prepares event proposals, and works with Special Events Assistant on contracts, and invoices for clients pre & post event;
- Hosts client and vendor site visits;
- Interacts with other New-York Historical departments to determine the availability of spaces, considering all museum activity as a priority while thinking creatively about how to accommodate rental events;
- Collaborates with the Special Events team members on marketing strategies for e-blasts, venue listing sites, advertising, social media campaigns, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships.

**Special Event Production**
- Liaises with caterers on client proposals, tastings, and floor plans to ensure execution aligns with the client’s expectations;
- Oversees all vendors, with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines;
- Drafts internal set-up memos to Museum colleagues in an effort to communicate event details and staffing requirements;
- Works with the Special Events Senior Manager and Special Events Assistant on Master Calendar holds and bookings to ensure spaces are booked for internal and external events;
- Oversees events (mornings, nights and some weekends are required);
- Participates in the production of internal Development events, such as Annual Fundraisers, Cultivation Dinners, and Exhibition Openings, supporting the Director of Special Events.

**REQUIREMENTS**
- Bachelor’s degree or equivalent;
- A minimum of 5 years Event Operations, Production, Sales and Marketing experience; service industry, cultural organization or non-profit experience preferred;
- Computer skills including Microsoft Office Suite and Google Suite required;
- Floorplan software such as AllSeated, Photoshop, InDesign or Canva is a plus;
- Excellent judgment, to know when to ask for help, and come up with creative solutions when posing questions to resolve problems;
- Confidence to speak with clients and vendors with ease and authority;
- Ability to multi-task and problem solve;
- Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly;
- Strong organizational and time management skills with exceptional attention to detail;
- Excellent communication skills, both written and oral; ability to influence and engage a wide range of constituents and build long-term relationships;
- Relevant experience at Museums, both on catering and museum side of hospitality a bonus;
- Strong commitment to diversity, equity, inclusion, belonging and antiracism;
- Commitment and enthusiasm for New-York Historical, its mission and its future.

**PHYSICAL DEMANDS**
- The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job._
- Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily. Sedentary computer work is also required.**COMPENSATION & BENEFITS**New-York Historical Society provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:
- Paid time off, including

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