The Special Events Manager is responsible for detailing and coordinating the Museum’s private event rentals and fundraising events. The position reports to the Director of Special Events and works closely with the Development, Operations, and Curatorial teams and Beemok Hospitality Collection to ensure all details are organized carefully in advance and successfully managed.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Rental Program Management
- Manage the day-to-day private event rental program from inquiry to post-event follow-up.
- Respond to initial inquiries in a timely, professional, and customer-focused manner to share current availability and coordinate walkthroughs.
- Conduct site visits and facility walkthroughs for prospective and confirmed clients, planners, and vendors.
- Maintain records of rental agreements and related documentation including insurance requirements, floor plans, event timelines, photography, and client feedback.
- Coordinate with Finance and BHC to process rental payments and maintain accurate records within the Museum’s event management system (Altru or successor CRM).
- Work closely with BHC, clients, and planners to help plan, execute, and detail their event.
- Disseminate rental event logistics to necessary staff and ensure logistics are coordinated effectively.
- Demonstrate a strong understanding of Museum event spaces, operational capabilities, restrictions, and the ability to explain these elements clearly and concisely to clients, planners, and vendors.
- Track rental activity, booking trends, event metrics, and operational effectiveness.
Event Planning & Operations
- Develop and maintain event sheets, production schedules, floor plans, and logistical documentation.
- Coordinate event logistics with all Museum departments.
- Maintain the Museum Facilities and shared BHC rental calendar.
Client & Vendor Relations
- Develop and maintain positive working relationships with preferred vendors, event planners, hotels, and hospitality partners.
- Ensure vendors and planners comply with Museum policies, operational procedures, and facility guidelines.
- Provide exceptional customer service throughout the planning and execution process.
On-Site Event Management
- Coordinate event setup, breakdown, and operational execution.
- Schedule, train, supervise, and evaluate Event Hosts.
- Troubleshoot operational issues and ensure events are executed safely and professionally.
- Conduct post-event evaluations and recommend process improvements.
Museum Event Support
- ·Support the planning and execution of Museum events including:
o Art of Design
o Street Party
o Winter Party
o Donor cultivation events
o Member events
o Other institutional and community programs as assigned
- Attend committee meetings and planning sessions as assigned.
JOB REQUIREMENTS:
Minimum Required
- Bachelor's degree or equivalent combination of education and professional experience.
- Three to five years of progressively responsible experience in event management, hospitality, venue management, museums, nonprofits, or a related field.
- Demonstrated experience managing multiple events simultaneously from planning through execution.
- Exceptional organizational, project management, and customer service skills.
- Strong written and verbal communication skills.
- Experience working with event management software and Microsoft Office Suite.
- Ability to work collaboratively across departments while managing competing priorities.
- Ability to work evenings, weekends, and occasional holidays as required.
- Ability to pass a background check prior to employment.
Preferred
- Experience with museum or cultural institution operations.
- Familiarity with Altru or similar CRM/event management systems.
- Experience supervising event staff or volunteers.
- Knowledge of venue management software and event floor plan systems
Physical Requirements
- Ability to stand and walk for extended periods during events.
- Ability to lift and carry up to 25 pounds.
- Ability to work indoors and outdoors in varying event environments.
- Flexibility to work evenings, weekends, and holidays in support of Museum programming.
Core Competencies
- Customer Service Excellence
- Project & Event Management
- Organization and Attention to Detail
Please provide the following as part of your application:
- Cover letter detailing your interest in the Gibbes Museum of Art and your qualifications (PDF)
- Resume including education and experience (PDF)
The Gibbes Museum of Art is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, national origin, creed, disability, marital status, sexual orientation, or political affiliation.
Job Type: Full-time
Pay: $40,000.00 - $60,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
