Special Events Manager

Job Title :

Special Events Manager

Division : Special Events

Special Events

FLSA Classification :

Exempt

Reports to :

Deputy Director for Visitor Experience

Revision Date : July 2024

July 2024

Primary Purpose :

The Special Events Manager develops and implements strategies for the Museum to achieve and exceed sales goals related to rental events while providing excellent service to internal and external clients.

This position also oversees Special Events staff.

Essential Functions :

Responsible for event sales of the Museum's main courtyard, the theater, and the glass studio. This includes a variety of sales initiatives, including sales calls, setting up appointments, sending out quotations, etc.

in order to achieve revenue targets.

Guide clients through the event process including answering initial event inquiries, engaging clients with facility tours, executing contracts, answering questions throughout the planning process, organizing detailed walk through meetings, and providing these details to the Event Supervisor who will be on site during the event.

Follow up with clients after the event to measure and improve client satisfaction.

• Ensure compliance with Museum policies and procedures while providing the highest level of service to clients.
• Manages Events Department budget; utilizes and manages a small marketing budget to get the highest return on investment.
• Build strong relationships with clients and vendors.
• Schedule, supervise, and coordinate Special Events Coordinator and Event Supervisors. Serve as the primary point of contact with the Events Department.

Assist other Museum departments in the planning and execution their events, including ordering supplies, assisting with room layout, providing staff, and working a variety of events.

• Manage the Museum's master calendar.
• Complete thorough work orders and other paperwork to communicate effectively with event supervisors and all Museum departments.
• Serve as the Event Supervisor at various rental and internal events.
• Attend and represent the Museum at trade shows.
• Coordinate the biennial in house bridal show.
• Perform other duties as assigned or required.

Required Education / Experience :

High School diploma or equivalent is required, BA / BS strongly preferred. 3-5 years previous work experience in related events, sales, customer service, and / or hospitality is required.

Management experience a must, as is demonstrated ability to supervise staff and delegate efficiently. Theater experience preferred.

Must be highly organized and detail-oriented with excellent communication and presentation skills. Must be able to manage multiple tasks simultaneously and juggle multiple, competing priorities.

A mature professional attitude is essential, as is a proven history of sales success. Must be proficient in the use of MS Office, including Word, Excel, and Outlook.

Working Conditions :

This position is based in a busy office environment. Due to the nature of the position, working hours and days are likely to be adapted to accommodate the Special Events schedule.

Physical Requirements :

Must be able to lift and carry awkward items weighing up to 50 lbs, including up and down stairs. Requires intermittent standing, walking, sitting, squatting, stretching, and bending throughout the workday.

Must be able to see and hear, or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.