Working with colleagues and departments across the institution, the Events Manager is responsible for managing the production of special events at the Fine Arts Museums, focusing on member and donor events, ArtPoint events, high-impact public exhibition openings, and donor-rental events as needed. This position exercises sophistication and nuanced judgment in communication and negotiation with colleagues, clients, donors, vendors, and other stakeholders.
Typical Duties and Responsibilities:
Provides a range of coordination for the preparation and execution of special events, including but not limited to exhibition openings for members and donors, ArtPoint events, and public exhibition openings.
Manages invitation mailings, tracks RSVPs, and creates lists for events, serves VIPs, records payments, follows up on pledges, and transfers information to databases (Raiser's Edge and Salesforce) and accounting systems.
Coordinates volunteer and project staffing needs as required.
Conducts events research and development, including mapping production timelines and vendor organization, the design process for collateral materials, and solicitations for gift bags.
Creates reports for internal business purposes and external event sponsors, including gathering and disseminating information and photographs, Fine Arts Magazine submissions, and social media needs.
Manages budget to plan for events as assigned.
Proactively identify, research, and solicit in-kind donation prospects, and support the Special Events team in securing event sponsorships by providing information as needed.
Supports and coordinates departmental operations, including correspondence, calendar maintenance, operations requests, resource lists, DIS coordination, CRM liaising, and other responsibilities as requested.
Manage the ArtPoint Board, coordinating their board, oversee their events, programs and meeting, and mobilizing their participation.
Work closely with the Director of Membership to develop the overarching strategy and giving levels for ArtPoint. Work closely with the Director of Corporate Giving to solicit corporations for support of ArtPoint events.
Education: Bachelor's Degree from an accredited college or university.
Work Experience: Minimum of five years progressively responsible experience in planning and implementing of special events. Experience in a museum or cultural organization is preferred.
Skills and Abilities:
Robust understanding of regional and national opening events and programs for arts, culture, education, social change organizations, and other areas that connect to FAMSF mission, exhibitions and programs.
Interest in young professional development and YP trends and research. Experience forging creative partnerships.
Proven fluency in budget and revenue strategy, data collection, post-event reporting,and survey software.
Strong interpersonal and organizational skills with an ability to achieve cross-functional teamwork.
Exceptional writing, editing, and proofreading skills with a considerable knowledge of business English.
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.
Demonstrated skill in communicating professionally and effectively with all levels of staff to respond to needs, determine priorities, and manage expectations.
Must possess excellent verbal and written communication skills; ability to write effective correspondence, creative solicitation materials, and event blurbs. Ability to make oral group presentations to provide information.
Ability to exercise sound judgment, tact, and diplomacy especially with donors, volunteers, collectors, patrons, trustees, and museum staff.
Ability to delegate authority combined with a willingness to work in a "hands on" manner and as part of a team.
Interpersonal skills in negotiating, exchanging ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions.
Ability to develop robust, effective, and clear event timelines with accompanying visual aids that speak to ranges of skills, experience and education levels.
Superior computer proficiency including Microsoft Office, database management (Raiser's Edge and Salesforce knowledge preferred), and online research.
Flexibility in meeting shifting demands and priorities.
Demonstrated commitment to quality customer-service.
Must have a positive attitude and a sense of humor.
Background and passion for the arts, museums, and culture preferred.
Must be available to work evenings and weekends as needed for special events.
Knowledge of Bay Area audience and philanthropic community is desirable.
This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.
Application Deadline: November 25, 2019