Manager, Special Events

Duties and Responsibilities

• Plan and execute all museum special events from inquiry through post-event evaluation.
• Manage private rentals including weddings, galas, corporate meetings, receptions, celebrations, and nonprofit events.
• Cook up museum-hosted signature events.
• Develop detailed event timelines, production schedules, and run-of-show documents.
• Conduct client meetings, walkthroughs, and final planning sessions.
• Serve as the primary event manager and primary point of contact for event clients during assigned events.
• Meet annual earned revenue goals for rentals and special events.
• Maximize utilization of museum spaces.
• Prepare proposals, contracts, and event estimates.
• Maintain excellent client communication and resolve client concerns professionally.
• Ensuring exceptional customer satisfaction.
• Cook up event logistics with-Facilities, Security, Visitor Experience, AV, Catering, Curatorial, Registration, Marketing.
• Ensure event spaces are properly prepared.
• Overseeing setup.
• Maintain relationships with preferred vendors, reviewing vendor insurance and compliance requirements.
• Cook up event budgets, track event expenses, process invoices and payments ensuring timely client billing.
• Produce monthly revenue reports.
• Ensure compliance with museum policies.
• Cook up artwork protection when required by Curatorial and Registration.
• Monitor event activities to preserve museum spaces.
• Supervise the Coordinator of Special Events.
• Train staff on event procedures and customer service standards.
• Evaluate employee performance.

Requirements

• Bachelor’s degree is preferred.
• Minimum of five to seven (5–7) years of progressive experience in special events management or a related food service environment, with a proven track record of successfully planning, producing, and leading a diverse portfolio of events.
• Excellent verbal and written communication skills.
• Ability to think proactively and work in a highly collaborative environment.
• Demonstrated expertise in developing, managing, and adhering to event budgets, with a strong focus on revenue generation and cost control.
• Exceptional ability to manage multiple complex events simultaneously, demonstrating strong organizational and problem-solving skills under pressure.
• Superb attention to detail.
• Proficiency with Microsoft Office Suite particularly Outlook and Excel, event management software, and CRM/database systems.
• Experience with marketing automation tools is a plus.
• Superior customer service, negotiation, and client relationship management skills.
• Ability to work a flexible schedule, including early mornings, nights, weekends, and holidays, as required by event schedules.
• Strong leadership capabilities with experience coordinating or guiding team members or junior staff.
• Comfortable working in a fast-paced, high-pressure environment with tight deadlines and frequent demands for problem-solving.