The Special Events Manager is a client-facing role within the Development department, responsible for planning and executing museum rental events as well as internal special events like donor and membership functions. The role involves cultivating client relationships, preparing proposals, coordinating with vendors and internal departments, and overseeing event production from start to finish. Reporting to the Director of Special Events, the manager ensures events align with client expectations while protecting the interests of the museum, its spaces, and collections.

Responsibilities

Cultivates relationships with new potential clients as well as strengthens relationships with existing clients to ensure steady, incoming inquiries;
Prepares event proposals, and works with Special Events Assistant on contracts, and invoices for clients pre & post event;
Hosts client and vendor site visits;
Follows up with phone calls and e-mails related to event inquiries;
Interacts with other New York Historical departments to determine the availability of spaces, considering all museum activity as a priority while thinking creatively about how to accommodate rental events;
Collaborates with the Special Events team members on marketing strategies for e-blasts, venue listing sites, advertising, social media campaigns, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships.
Liaises with caterers on client proposals, tastings, and floor plans to ensure execution aligns with the client’s expectations;
Oversees all vendors, with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines;
Drafts internal set-up memos to Museum colleagues in an effort to communicate event details and staffing requirements;
Works with the Special Events Senior Manager and Special Events Assistant on Master Calendar holds and bookings to ensure spaces are booked for internal and external events;
Oversees events (mornings, nights and some weekends are required);
Participates in the production of internal Development events, such as Annual Fundraisers, Cultivation Dinners, and Exhibition Openings, supporting the Director of Special Events.

Requirements

Bachelor’s degree or equivalent;
A minimum of 5 years Event Operations, Production, Sales and Marketing experience; service industry, cultural organization or non-profit experience preferred;
Proven ability to meet or exceed sales targets;
Computer skills including Microsoft Office Suite and Google Suite. required;
Excellent judgment, to know when to ask for help, and come up with creative solutions when posing questions to resolve problems;
Confidence to speak with clients and vendors with ease and authority;
Ability to multi-task and problem solve;
Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly;
Strong organizational and time management skills with exceptional attention to detail;
Excellent communication skills, both written and oral; ability to influence and engage a wide range of constituents and build long-term relationships;
Commitment and enthusiasm for The New York Historical, its mission and its future.

Nice to have

Floorplan software such as AllSeated, Photoshop, InDesign or Canva is a plus;
Relevant experience at museums, both on catering and museum side of hospitality a bonus;

Benefits

Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
Medical, dental, vision and life insurance;
Short and long-term disability coverage options;
403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
Employee Assistance Program for all employees and their families;
20% discount at the NYHistory Store, Café Clara and Clara restaurant, located within the Museum;
Free admission to various museums and cultural institutions across the city.