Associate, Special Events

SUMMARY OF POSITION

The Solomon R. Guggenheim Foundation is seeking an Associate, Special Events. As a member of the Advancement Department, the Associate, Special Events will provide critical support in the administrative development and on-site execution of special events, including fundraisers, exhibition openings, and cultivation events, in concert with the Assistant Director and Senior Manager of Special Events.

The Associate, Special Events will manage the Advancement Department’s calendar of on-site event bookings and briefings, in coordination with all building operations.

SKILL & EXPERIENCE REQUIREMENTS

• 1-2 years of Special Event and / or event production experience required, with a focus on the arts preferred.
• Ability to maintain the highest level of confidentiality.
• Excellent organizational and time management skills.
• Ability to work onsite and maintain flexible hours, including evenings and overnights.
• Exceptional written, verbal, and interpersonal communication skills.
• Flexibility and the ability to adapt to changing priorities.
• Excellent attention to detail with the ability to handle multiple projects in a fast-paced environment is a must.
• Ability to be proactive, use independent judgment, and take initiative.

KEY RESPONSIBILITIES

Duties may include, but are not limited to, the following :

Manage the museum’s master calendar of on-site events in the Artifax platform, and digital events in the Basecamp and Zoom calendars.

Coordinate event schedules and calendaring on behalf of the entire Advancement Department, in concert with Director’s office, Education, Public Programs, Theater, Exhibition Management, and Building Operations teams.

• Lead the Master Calendar Editors Meeting, to strategize the museum’s short-term and long-term programming calendar requirements, and identify potential event dates.
• In concert with Graphic Design and Editorial departments, manage the development of electronic invitations for internal events via the department’s online event software.

Responsibilities include drafting HTML invitations and routing drafts to applicable SRGF departments for approvals.

In collaboration with Advancement Department, Curatorial Department, and Assistant Director of Special Events, develop and manage invitation lists for internal events.

Facilitate invitation list queries via Salesforce. Analyze current data processes to streamline Special Events data migration to Salesforce.

• Upload invitation lists, send invitations, track RSVPs, and distribute RSVP reports to applicable SRGF departments.
• In collaboration with the Assistant Director of Special Events, Development Operations, and Press, develop facebooks and shotlists, needed for high profile internal events.
• In collaboration with the Assistant Director and Senior Manager of Special Events, conduct email and phone follow-up to invited guests.
• Liaise with onsite internal staff during setup, event and breakdown. Manage event ticketing and check-in arrivals for all events.
• In collaboration with Assistant Director, Senior Manager, and Manager of Special Events, enforce museum guidelines onsite with external event-related vendors during setup, event and strike.
• In collaboration with Assistant Director, and Senior Manager of Special Events, track internal event budgets and process all invoices and gift transactions.
• Compile all post-event data and migrate data reports into Salesforce. Analyze event trends, audience reach, and successes to support increased event growth year-over-year.
• Provide administrative and on-site support to the Assistant Director and Senior Manager of Special Events on the museum’s key fundraising events, including the Guggenheim International Gala, Learning Through Art Benefit, and YCC Party, in addition to exhibition opening events, and internal cultivation events.
• Liaise with key project stakeholders on an ongoing basis, including but not limited to a broad range of museum staff, including Security, Catering, Facilities, Curatorial and Visitor Experience, etc.

in preparation of events.

Perform general administrative duties including maintaining the department email inboxes and department records and reference materials.

WORK DEMANDS & ENVIRONMENT :

• Ability to travel within the metropolitan area as required to perform the above duties at any of the Guggenheim’s owned or leased properties upon request.
• Ability to work onsite and maintain flexible hours, including evenings, overnights, and weekend hours.
• Ability to lift at least 20 lbs.

EDUCATIONAL :

BA / BS or equivalent experience

CERTIFICATES, LICENSES, REGISTRATIONS : n / a

REPORTS TO : Assistant Director, Special Events and Senior Manager, Special Events

LOCATION : One Liberty Plaza, 24th Floor, New York, NY 10006 with regular travel to 1071 Fifth Avenue New York, NY 10128

WORK SCHEDULE : 40 Hours per Week, Schedule TBD