The Special Events Associate provides administrative and logistical support for internal events and travel programs at the Museum of Contemporary Art San Diego, helping to raise awareness, funds, and steward members and donors. The role involves coordinating event logistics, managing vendor relations, maintaining event data in Salesforce and Tripleseat, and supporting the planning and execution of events from conception through completion. The associate works closely with the Director of Special Events and various internal departments to ensure event goals are met.

Responsibilities

Maintain the organization’s master calendar in Tripleseat; oversee venue availability, space booking, calendar changes, and all event internal bookings for venue spaces; attend and report on regular cross-departmental venue logistics meetings.
In consultation with the Director, Special Events, coordinate and implement events and travel programs for the Museum’s Advancement department, the Directors’ Office, Education & Engagement, and Curatorial departments, including fundraising galas, exhibition openings, public lectures, board and trustee committee meetings, Director and Curator Circle trips, field trips, and more.
Assist with day-to-day operations in the Events department, responding to inquiries and providing follow-up with vendors and internal clients.
Provide project management and administrative support for events and travel programs by coordinating vendors, working with internal stakeholders, developing content, and creating event timelines and briefings, and more.
Maintain key event data in Salesforce, Tripleseat, and archival databases, including invitation lists, tracking RSVPs, seating assignments, and budgetary information.
With the Director, Special Events, oversee logistics and production for all internal events and travel programs from conception through execution, such as developing timelines, initiating vendor proposals, maintaining graphic design projects, coordinating staffing plans, and recording expenses for each event.
Working with the Director, Special Events, establish event expense budgets and support the cost-effective execution of the budget.
Initiate copy for printed and digital events and travel materials, including invitations, newsletters, website, emails, and any other collateral materials needed for each program (e.g. menus, signage, and itinerary documents). Coordinate invitation mailing lists with the Database Associate.
Serve as a liaison to external vendors, requesting proposals and negotiating contracts in consultation with the Director, Special Events.
Coordinate production of items in preparation for seated dinners, including table wheels, list of attendees, and place cards.
Coordinate production of items for the travel program, including attendee itinerary booklets, welcome gifts, and thank you notes.
Coordinate with the Database Associate, Membership Manager, and other internal team members as needed on pre-event printing projects, including check-in lists, name tags, registration packets, table cards, signage, etc.
Support on-site event logistics, including vendor arrival, attendee check-in process, and production timelines.
Coordinate post-event reports and organize team recaps following fundraising events as well as Member and Director’s Circle events.
Coordinate bi-monthly Board of Trustee meetings with the Director’s Office.
Conduct site visits with vendors, internal departments, and other partners in preparation for events; produce layouts, timelines, and internal reports to ensure successful execution.
Provide on-site support for select events, working closely with Manager, Earned Revenue Operations, the event operations team, and other colleagues as needed to ensure that MCASD policies and procedures are observed by all vendors, patrons, and guests.
Interact diplomatically and build productive relationships with vendors, clients, patrons, and colleagues.
Work additional hours, including some weekends and/or after regular business hours as needed.
Follow policies and procedures to ensure a safe work environment.
Other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND EXPERIENCE: Proactive, organized, and reliable event professional; successful experience with the coordination, design, and execution of events of all scopes and scale; ability to coordinate different projects concurrently, often under pressure, while meeting deadlines; knowledge of basic event planning practices and industry standards; results-oriented with excellent organizational and planning skills; a self-starter and team player with energy, enthusiasm, and flexibility; strong negotiation and presentation abilities; excellent verbal and written communication; outstanding interpersonal skills with the ability to maintain professional decorum and interact with all levels of employees, members, trustees, donors, and vendors; strong technical and administrative skills with a proficiency in database management and MS Office. Bachelor’s degree and three years recent, relevant experience or equivalent education and experience. Knowledge of and/or experience in contemporary art, performing art, and visual art preferred.