Special Events Assistant Coordinator

4 days ago

New York, New York, United States New York Historical Society Full time
Job Description:

The New York Historical is looking for a highly organized and detail-oriented events professional to join our team as a Special Events Assistant. Reporting to the Director of Special Events, this role will provide critical administrative support for the Special Events Department and assist with the planning and execution of both Rental events and high-level Donor and Membership events.

Key Responsibilities:
  • Assist with rental event inquiry communications and scheduling site visits with clients and vendors;
  • Maintain tracking and expense reports related to DSE expenses;
  • Work with the Department of Special Events on financial reports;
  • Assist with scheduling of calendar holds and bookings for events on the Master Calendar;
  • Prepare event contracts and invoices for clients pre- and post-event;
  • Correspond with clients about packages before and after events;
  • Interact 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 both rental and Development events;
  • Collaborate with the Department of Special Events members on marketing strategies for e-blasts, venue listing sites, advertising, social media, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships;
  • Create and update agendas for the Department of Special Events' weekly meetings with AV, Catering, Museum Department, and Operations;
  • Maintain the CRM of clients for email blasts, holiday cards, brochure delivery, and other marketing initiatives.
Special Event Production:
  • Support the Director of Special Events with the execution of Development events, such as Exhibition Openings, Cultivation Dinners, Membership Events;
  • Coordinate with catering, florist, and other vendors for proposals through payment;
  • Coordinate with internal AV team for event needs;
  • Create master calendar bookings;
  • Create Set up Memo and distribute;
  • Oversee onsite setup through breakdown of event.
Requirements:
  • Bachelor's degree or equivalent;
  • A minimum of 2 years in an administrative role;
  • Experience with a cultural organization or as an executive assistant, preferred;
  • Computer skills including Microsoft Office Suite, Google Suite, Event Software (preferably Zkipster), and experience with floor plan software such as AllSeated, Photoshop, InDesign, or Canva is a plus;
  • Proficiency with Tessitura CRM software, preferred;
  • Confidence to speak with donors and leadership;
  • Ability to multi-task and problem solve;
  • Ability to handle situations with grace and diplomacy;
  • Relevant experience at Museums, both on catering and museum side of hospitality, a bonus;
  • Ability to work independently, in a fast-paced environment;
  • Strong commitment to diversity, equity, inclusion, belonging, and antiracism;
  • Commitment and enthusiasm for the 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:
The expected salary for this position is $50,000.

The New York Historical provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:
  • Paid time off, including vacation, sick, and personal days, and holidays observed by the Museum;
  • Medical, dental, vision, and life insurance;
  • Short and long-term disability coverage options;
  • 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
  • Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
  • Employee Assistance Program for all employees and their families;
  • 20% discount at the NYHistory Store;
  • Free admission to various museums and cultural institutions across the city.

COVID-19 Vaccination Policy

To ensure the overall health and safety of the New York Historical community, all newly hired employees of New York Historical are required to be fully-vaccinated with an FDA or WHO approved vaccine against COVID-19 as a condition of employment, absent qualifying exemptions for medical, religious, or other reasons in accordance with all applicable laws.

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If many of these job responsibilities describe you, then please apply for this role.

The New York Historical is an Equal Opportunity Employer.

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