Senior Special Events
6 days ago
Department: Advancement
Reports to: Director, Special Events
Employee Status: Full-time, Non-exempt
Primary Work Location: La Jolla
Pay Range: $26.47 – $27.86
Apply By: November 28, 2024
JOB SUMMARY: The Senior Special Events & Travel Programs Associate is responsible for the administrative and logistical support of internal events and travel programs for the purpose of raising awareness, funds, or stewarding current members/donors for MCASD, and the general public. The occupant of this position is expected to contribute to the day-to-day operations of MCASD’s robust roster of special events and travel programs, while continuing to help to bring improvement and efficiency to this area. Primary duties include supporting special event and travel program logistics, vendor relations, Altru events module, Tripleseat calendar, and other projects related to the Museum’s various special events and travel programs. Provide a high level of administrative, coordination, and event planning support and oversee particular duties throughout the event planning process to ensure Museum event goals and objectives are successfully met. Support mission and vision of Museum throughout performance of duties.
ESSENTIAL FUNCTIONS:
- Maintain the organization’s master calendar in Tripleseat; oversee venue availability, space booking, calendar changes, and all event internal bookings for venue spaces; attend and report on regular cross-departmental venue logistics meetings.
- In consultation with the Director of Special Events, coordinate and implement events and travel programs for the Museum’s Advancement Department, the Directors’ Office, Education & Engagement, and Curatorial Department, including fundraising galas, exhibition openings, public lectures, board and trustee committee meetings, Director and Curator Circle trips, Field Trips, and more.
- Assist with day-to-day operations in the Events Department, responding to inquiries and providing follow-up with vendors, and internal clients.
- Provide project management and administrative support for events and travel programs by coordinating vendors, working with internal stakeholders, developing content, and creating event timelines and briefings, and more.
- Maintain key event data in Altru, Tripleseat, and archival databases, including invitation lists, tracking RSVPs, seating assignments, and budgetary information
- With the Director of Special Events, oversee logistics and production for all internal events and travel programs from conception through execution such as developing timelines, initiating vendor proposals, maintaining graphic design projects, coordinating staffing plans, and recording expenses for each event.
- Working with the Director of Special Events, establish event expense budgets and support the cost-effective execution of the budget.
- Initiate copy for printed and digital event and travel materials, including invitations, newsletters, website, emails, and any other collateral materials needed for each program (e.g. menus, signage, and itinerary documents). Coordinate invitation mailing lists with the Database Coordinator.
- Serve as a liaison to external vendors, requesting proposals and negotiating contracts in consultation with the Director of Special Events.
- Coordinate production of items in preparation for seated dinners, including table wheels, list of attendees, and place cards.
- Coordinate production of items for the travel program, including attendee itinerary booklets, welcome gifts, and thank you notes.
- Coordinate with the Database Manager and Membership Associate on pre-event printing projects including check-in lists, name tags, registration packets, table cards, signage, etc.
- Support on-site event logistics, including vendor arrival, attendee check-in process, and production timelines.
- Coordinate post-event reports and organize team recaps following fundraising events as well as Member and IC/CC events.
- Coordinate bi-monthly Board of Trustee meetings with the Director’s Office.
- Conduct site visits with vendors, internal departments, and other partners in preparation for events; produce layouts, timelines, and internal reports to ensure successful execution.
- Provide on-site support for select events, working closely with Event Operations Manager to ensure that MCASD policies and procedures are observed by all vendors, patrons, and guests.
- Interact diplomatically and build productive relationships with vendors, clients, patrons, and colleagues.
- Work additional hours, including some weekends and/or after regular business hours as needed.
- Follow policies and procedures to ensure a safe work environment.
- Other duties as assigned.
KNOWLEDGE, SKILLS, AND EXPERIENCE: Proactive, organized, and reliable event professional; successful experience with the coordination, design, and execution of events of all scopes and scale; ability to coordinate different projects concurrently, often under pressure, while meeting deadlines; knowledge of basic event planning practices and industry standards; results-oriented with excellent organizational and planning skills; a self-starter and team player with energy, enthusiasm, and flexibility; strong negotiation and presentation abilities; excellent verbal and written communication; outstanding interpersonal skills with the ability to maintain professional decorum and interact with all levels of employees, members, trustees, donors, and vendors; strong technical and administrative skills with a proficiency in database management and MS Office. Bachelor’s degree and four years recent, relevant experience or equivalent education and experience. Knowledge of and/or experience in contemporary art, performing art, and visual art preferred.
OUR WORK CULTURE: The Museum of Contemporary Art San Diego (MCASD) provides employees with a collaborative work culture where they can combine both their love and support of the arts and work in an enriching and diverse environment, while further developing their specific professional knowledge, skills, and abilities.
ABOUT MCASD: It is an exciting time to join MCASD Our La Jolla campus re-opened in April 2022 after a five-year expansion effort that doubled the building’s overall size. We are positioned to be a cultural beacon as the region’s foremost forum devoted to the exploration and presentation of the art of our time. From the coastal community of its La Jolla flagship building, MCASD provides an unprecedented variety of exhibition spaces and experiences for the community, showcasing an internationally recognized collection and a dynamic schedule of exhibitions and public programs.
INCLUSION, DIVERSITY, EQUITY, AND ACCEPTANCE: MCASD is committed to the diverse and full inclusion of all qualified applicants. We welcome individuals from all backgrounds and experiences. Studies show that people from underrepresented backgrounds and/or identities apply to positions only when they are confident that they meet 100% of the qualifications. We’d like to change that dynamic, so we don’t miss out on great candidates. If you have equivalent skills, experience, and/or education relevant to the job and are willing to learn, we value your expertise and encourage you to apply. MCASD will ensure that people with disabilities and/or qualifying medical conditions are provided reasonable accommodation.
BACKGROUND CHECKS AND LICENSING: Professional references and criminal background check.
VACCINATION STATUS: Must be fully vaccinated against COVID-19 and demonstrate proof of vaccination upon hire, unless approved for a disability or religious accommodation.
EOE STATEMENT: We thrive by supporting and celebrating our diversity as a creative andcollaborative team. MCASD prohibits discrimination and harassment against individuals based on race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, reproductive health decisions, medical condition, covered veteran status, or any other characteristic protected by law.
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