Special Events and Advancement Manager

Position Focus :

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Reporting to the Deputy Director for Advancement and External Affairs, the Special Events and Advancement Manager is responsible for the management and execution of internal and external event operations at the Yale Center for British Art (YCBA).

Serves as the planning and operational point person and liaison for all events. Manages all facets of event strategy and operations from start to finish, creating exceptional experiences that range from VIP lunches to large receptions in support of the museum’s mission.

Builds and maintains strong internal and external partnerships, serving as a collaborative liaison across museum departments.

Oversees departmental budget and ensures that funding sources for each event are clearly understood. Develops and maintains a building use cost calculator for outside departments / clients.

Manages administrative and budgetary considerations for on-site and off-site events. Plays an integral role in supporting the museum’s newly invigorated fundraising initiatives, with responsibilities in addition to events including donor engagement and correspondence.

Essential Duties :

Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience.

Develop strategies to integrate events into the overall educational work of the units as necessary.

• Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up.
• Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers.

Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.

• Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly.
• Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements.
• Negotiate contracts / letters of agreement for all activities, and ensure that all contract details are properly carried out.
• May perform other duties as assigned.

Required Education and Experience :

Bachelor’s degree in a related field and three years of related experience or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Proven ability to conceptualize large events with multiple components and to handle multiple responsibilities simultaneously.

High level of energy with the ability to meet deadlines, prioritize, and manage multiple tasks.

Required Skill / Ability 2 :

Exceptional verbal and written communication skills. Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.

Required Skill / Ability 3 :

Meticulous attention to detail and follow-through with strong organizational and account management skills. Proven ability to create and adhere to event budgets.

Required Skill / Ability 4 :

Ability to represent the museum with prominent guests and Yale officials and display a high level of discretion and confidentiality with respect to museum and donor information.

Required Skill / Ability 5 :

Sensitivity to working within a landmark building with a priceless art collection. Ability to routinely and safely lift materials up to 40 pounds, stoop, bend, and kneel.

Ability to stand for sustained periods of time during museum events and to work at the computer for long periods of time.

Preferred Education, Experience and Skills :

Customer facing in a museum or cultural organization. Knowledge of art history with the ability to answer general questions about objects on view and assist visitors in finding information or location of exhibitions.

Weekend Hours Required?

Evening Hours Required?

Application Instructions :

To apply please use this link, which will bring you to the job posting on Yale University's Careers at Yale site. Please be sure to reference this website when applying for this position.

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