Event Coordination Specialist

2 weeks ago

New York, New York, United States International Center of Photography Full time
Job Overview

Department: Development

Schedule: Full-time

Reports To: Director of Special Events

Job Grade: 4

The International Center of Photography (ICP) stands as a premier institution devoted to photography and visual culture. Through our exhibitions, educational programs, public outreach, and community engagement, we provide a platform for meaningful dialogue about the significance of imagery. Since our inception in 1974, we have showcased over 700 exhibitions and offered a multitude of classes, catering to learners at every level. Our newly integrated center on the Lower East Side serves as the cultural cornerstone of Essex Crossing, uniting our educational and exhibition spaces.

Position Overview:

The Special Events Manager is essential in orchestrating and implementing ICP's fundraising initiatives. These initiatives are vital for promoting our mission and act as key opportunities for connecting with our diverse community of photography lovers, scholars, and benefactors. Each year, these efforts contribute significantly to raising approximately $1.5M in critical funding to support our exhibitions, educational endeavors, and outreach programs. Under the direction of the Director of Special Events & Corporate Partnerships, this role requires an exceptionally organized, detail-oriented, and proactive individual. Responsibilities include comprehensive planning of logistics, budget management, vendor and sponsor coordination, and ensuring seamless execution during events.

Key Responsibilities:

Management of Fundraising Events:

  • Collaborate with the Director of Special Events and Senior Director of Development to strategize and implement all necessary details annually, assessing ICP's signature events to ensure fundraising objectives are achieved.
  • Develop and oversee event timelines, budgets, and logistical arrangements.
  • Partner with the Marketing team to formulate a cohesive marketing and promotional strategy for all special events.
  • Manage guest lists, invitations, RSVPs, and all event-related communications.
  • Work alongside the Director of Special Events and Corporate Sponsorship to enhance corporate support.
  • Assist in all facets of events, including committee management, sponsorship coordination, volunteer oversight, event logistics, and auction management.
  • Organize and lead event committees.
  • Supervise on-site event operations, including setup, execution, and breakdown.
  • Act as the primary contact for volunteers, venues, creative teams, and staff, negotiating contracts as necessary.
  • Coordinate with Development and Finance teams to ensure accurate data entry and financial reporting.
  • Provide comprehensive reports on event fundraising, pledge tracking, and guest attendance.

Space Rental Management:

  • Oversee the rental process for specific Museum and School spaces, including inquiries, bookings, contract negotiations, and logistics for external events.
  • Manage event marketing and communication strategies in collaboration with the Marketing and Communications team.
  • Foster and maintain relationships with external stakeholders to promote and secure rentals.
  • Work closely with potential clients to assess their needs and collaborate with the ICP Director of Facilities to ensure compliance with ICP protocols.
  • Evaluate the success and effectiveness of events and rentals, analyzing feedback and metrics to identify areas for improvement.

Exhibition Openings and Additional Events:

  • Lead the planning and execution of exhibition opening celebrations in collaboration with the Development and Curatorial teams.
  • Coordinate logistics and communications with external vendors, ensuring all details are communicated across departments.
  • Manage guest lists, invitations, and RSVP tracking.
  • Collaborate with the Marketing team to create a unified promotional plan.
  • Work with the Development team to generate detailed guest reports.

Additional Duties:

  • Support the overarching goals and initiatives of the Development team, fostering a collaborative work environment.
  • Maintain accurate records and databases related to events, donors, and sponsors.
  • Build and sustain supportive relationships with ICP program staff to ensure accountability for gifts and donors.
  • Stay informed about the latest trends and developments in fundraising events and the visual arts sector.

Qualifications:

Preferred Qualifications:

  • B.A. degree required; higher degree preferred.

Experience Requirements:

  • A minimum of 5 years in development event management or equivalent experience in a cultural or non-profit organization; familiarity with the visual arts sector is preferred.
  • Demonstrated experience in managing large-scale events.
  • Experience in fundraising and securing gifts and sponsorships.

Competency Requirements:

  • Exceptional organizational skills with the ability to manage event timelines and coordinate multiple vendors.
  • High effectiveness in following up, meeting deadlines, and managing various tasks involving colleagues and stakeholders.
  • Excellent communication and interpersonal skills, with the capacity to build and maintain relationships with diverse stakeholders.
  • Able to work effectively both independently and as part of a team.
  • A high level of energy, enthusiasm, creativity, and sound judgment; meticulous attention to detail.
  • Proficiency in Raiser's Edge/Blackbaud database and Microsoft Office Suite.
  • Willingness to learn and develop as an events fundraiser.

Working Conditions:

Physical Demands:

  • Must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
  • Regularly required to sit and communicate effectively.
  • Occasionally required to stand and use hands for various tasks.

Special Environmental Factors:

  • Ability to work evening events as required.

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