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Event Manager

Department:          Development
Title:                       Events Manager
Status:                   Full Time/Non-overtime eligible (Exempt)

Work Schedule:
Generally comprises ten eight hour days in a two week period.  Some evening hours or weekend days may be required in addition to event coverage in order to meet job requirements.

Travel:
0 – 10%

Job Summary:
The Events Manager leads and facilitates the sequence of functions related to executing high quality events in support of Hillwood’s mission and strategic plan.  Performs duties under general supervision, operating from established directions and instructions. Decisions are made within general policy/practice constraints, but frequently require independent decision making or seeking guidance of Department Director or Executive Director.  

Key Job Elements:

  • Delivers a work product that supports donor cultivation, stewardship, and engagement and fundraising/friendraising targets.  
  • Stages museum events of the highest quality such as the annual Spring Gala, Winter Fundraiser. 
  • Stages activities and events for upper level members such as member opens, corporate donor events, Friends of Hillwood: Rehobeth Beach, and assists with organizing high-level donor trips.
  • Performs a variety of complicated tasks understanding that mistakes, errors and/or poor judgment may result in poor colleague or customer relations and/or diminishment of the Museum’s reputation, all of which can have negative financial implications.
  • Develops and manages an annual expense budget while looking for opportunities to reduce expenses and maximize revenue as appropriate.
  • Working with Facilities Management, ensures that event spaces are properly set up, clean and in proper working order.
  • Coordinates with security to insure safe ingress/egress of guests/participants and vehicles.
  • Knowledgeable of applicable governmental regulations including neighborhood agreement, and ensures compliance.
  • Develops and cultivates preferred vendor relationships.
  • Working in concert with Administration Manager, negotiates contracts.
  • Communicates event details to all pertinent staff avoiding or preparing for compromises in customer service.
  • Interacts with constituents with an engaging personality and timely follow-up.
  • Utilizing the Tessitura database, maintains accurate and complete records of contacts and communications and analyzes donor and prospect data to identify and qualify targets for participation and financial support.
  • Attend all Development events, including exhibition openings, donor benefit and cultivation events, annual volunteer recognition party. 
  • Performs other tasks as needed and is available to work weekends and evenings when necessary.

Organizational Relationships

  • Reports to Director of Development.
  • Supervises assigned volunteers and outside vendors.
  • Interacts with various levels of Staff, Visitors, Members and Volunteers.

Requirements:  Knowledge

  • Bachelor’s Degree; some graduate education preferred.
  • Minimum of 5 years’ successful experience in event management/planning preferably in a museum or arts environment.

Skills

  • Strong analytical and interpersonal skills, as well as consensus-building skills for working with volunteer committees. 
  • Excellent written communication skills with a keen sense of attention to detail.
  • Proficiency in donor management software (Donor Perfect a plus).
  • Excellent verbal communications with an emphasis on persuasion and generating action.
  • Demonstrated time management skills including multi-tasking.
  • Access and employ job related computer software (i.e. Microsoft Office, Tessitura) at an effective proficiency level.

Abilities

  • Ability to work under pressure; confidence in ability to convey information to major internal and external players; flexibility.
  • Works independently with limited supervision.
  • Adept at correspondence and other required materials in support of development activities.  
  • Well organized with a penchant for action.
  • Must understand and respect confidential nature of development work.
  • Customer service orientation and mindset.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.    While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, and visually or otherwise identify, observe and assess.   The employee is occasionally required to lift up to 25 pounds.  

Notice:
The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

To Apply:
We are a progressive, equal opportunity employer and all candidates are encouraged to apply.  Generous benefits, paid vacation and holiday programs. So, come work “Where Fabulous Lives!”  

For prompt consideration, please send a cover letter explaining your interest in working at Hillwood, a resume and information regarding your salary expectations stating an annual salary range rather than “negotiable”, to:  Staffing-Dev@hillwoodmuseum.org.     Please note Event Manager in the subject line of your email.