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The Fine Arts Museums of San Francisco is seeking an Assistant Events Manager to join the Special Events Team.

The Fine Arts Museums, which comprises the de Young and Legion of Honor, is experiencing an exciting renaissance with several innovative and groundbreaking projects underway, including the launch of a Contemporary Arts program in 2017, the building of an interactive Children's Gallery in late 2018, and an institutional brand refresh in mid-2018. As the largest public arts institution in San Francisco, the Museums welcome more than 1.5 million visitors annually, present an ambitious schedule of more than 20 exhibitions per year, and house a world-class collection of 151,000 important artworks. 

Fundraising efforts have also excelled in the past year, and the museums' events are a critical driver for this. Most recently, the museums have launched a domestic and international travel program, an events series for Contemporary Arts supporters, and an events series for a new premier level of annual giving, the Leadership Circle.

Reporting to the Director of Special Events, the Assistant Events Manager will play a vital role in the continued success of these newly launched programs, as the primary event planner for donor events throughout the year, including Leadership Circle donor events, Patron Circle donor events, Contemporary Support Council donor events, the International and Domestic Travel Program, and other various events.

The ideal candidate will be a creative event planner who is highly organized and deadline driven, is eager to create new and exciting experiences for donors, and can deliver a very high level product.

Typical Duties and Responsibilities:

Under general supervision, responsible for overseeing the implementation of special events and other activities for donors, working with museum staff, volunteers, and outside contractors.
Coordinates with various departments the scheduling and use of facilities for onsite and offsite events.
Helps with event design and production, e.g. coordinating thematic elements, developing timeline and floor plan, preparing invitations, organizing program and collateral materials, fulfilling donor and sponsor commitments, producing quantitative and qualitative analytical reports, and holding wrap-up meetings.
Prepares budgets for assigned events, helps monitor revenues and/or expenditures to said budget, issues purchase orders, reviews and codes bills, and reconciles accounts.
Manages and maintains invitations lists and mailings for events.
Works with Special Events Coordinator to coordinate RSVP lists. Facilitates updating pertinent donor information in Raiser's Edge database.
Contracts with and oversees various outside vendors for all aspects of museum events, such as catering, invitations, decoration, lighting, entertainment, photography, valet parking, rental equipment, etc. Organizes staffing needs.
As needed, supports solicitation of various companies and individuals for money, product, and service sponsorship to reduce overall expenses.  Handles acknowledgement letters for event donations.
Prepares documentation and writes reports for management and/or trustees, as well as museum publications, website, and other external communications as requested.
Works all appropriate events and performs other duties as assigned.
Minimum Qualifications:

Education:  A B.A degree from an accredited college or university.

Work Experience:  Minimum of three years progressively responsible experience in planning and implementing of special events.

Skills and Abilities:

Strong interpersonal and organizational skills with an ability to achieve cross-functional teamwork.
Ability to work simultaneously on multiple projects in a complex, highly demanding, and fast-paced work environment.
Must be able to work under intense pressure, prioritize, and re-prioritize to meet multiple deadlines.
Ability to establish and maintain positive working relationships.
Must possess excellent verbal and written communication skills.
Ability to exercise sound judgment, tact, and diplomacy especially with donors, volunteers, collectors, patrons, trustees, and museum staff.
Microsoft Word and Excel spreadsheet skills essential. Raiser's Edge experience preferred.
Flexibility in meeting shifting demands and priorities.
Demonstrated commitment to quality customer-service.
Must have a positive attitude and a sense of humor.
Must be available to work evenings and weekends as needed for special events.
Knowledge of Bay Area audience and philanthropic community is desirable.
Step 1 of the pay range for this position is $26.96 per hour.

This is a union position eligible for the Museums' benefits package, including medical, dental, and vision insurance plus a generous time off package.

Application Deadline: December 28, 2018

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