What are the responsibilities and job description for the Associate Manager, Special Events position at The Solomon R. Guggenheim Museum?
SUMMARY OF POSITION:
Working independently, under the supervision of the Director, Special Events and Senior Manager, Special Events, the Associate Manager, Special Events. As a member of the Advancement Department, the Associate Manager will develop and execute internal cultivation events, book and manage event rentals as well as support the Director and Senior Manager of Special Events.
SKILL AND EXPERIENCE REQUIREMENTS:
KEY RESPONSIBILITIES:
Duties may include, but are not limited to, the following:
WORK DEMANDS & ENVIRONMENT:::
EDUCATIONAL REQUIREMENTS::
CERTIFICATES, LICENSES, REGISTRATIONS::
REPORTS TO::: :Director, Special Events
LOCATION:: 1071 5th Avenue or Lower Manhattan offices
WORK SCHEDULE:: 40 Hours per Week, Schedule TBD
POSITION TYPE:: :Full-time, :Non-Exempt, This position will become a position covered by a Collective Bargaining Agreement with Local 2110 UAW.
The Guggenheim is dedicating itself to creating paths that lead to a more inclusive and diverse institution. We encourage inquiries from applicants who will reflect the plurality of our culture and our global audience. The Guggenheim does not discriminate on the basis of age, race, creed, color, religion, marital status, gender identity and/or expression, sexual orientation, veteran status, national origin or disability status.
In accordance with the NYC Mandate, and Guggenheim policy, all Museum employees are required to show proof of fully vaccinated status (including booster) in order to work except for those with very limited legally-permissible exemptions (or approved for an exemption as a reasonable accommodation due to a disability, sincerely held religious belief, or pregnancy, or because you are a victim of domestic violence, stalking, or sex offenses).
Working independently, under the supervision of the Director, Special Events and Senior Manager, Special Events, the Associate Manager, Special Events. As a member of the Advancement Department, the Associate Manager will develop and execute internal cultivation events, book and manage event rentals as well as support the Director and Senior Manager of Special Events.
SKILL AND EXPERIENCE REQUIREMENTS:
- Minimum of 1-2 years of Special Event and/or project management experience, with a focus on the arts preferred.
- Strong understanding of event production and arts related events.
- Ability to maintain the highest level of confidentiality.
- Excellent organizational and time management skills.
- Exceptional written, verbal, and interpersonal communication skills.
- Ability to work onsite and maintain flexible hours, including evenings.
- Flexibility and the ability to adapt to changing priorities.
- Excellent attention to detail with ability to handle multiple projects in a fast-paced environment a must.
- Ability to be proactive, use independent judgment and initiative.
- Computer skills with knowledge of Microsoft Office Suite
- Knowledge of Salesforce is a plus.
KEY RESPONSIBILITIES:
Duties may include, but are not limited to, the following:
- In collaboration with Director of Special Events, manage internal event budgets and process all invoices and gift transactions.
- Alongside the Senior Manager, manage the museum’s master calendar of on-site events in the Artifax platform. Coordinate event schedules/ calendaring on behalf of Advancement Department, in concert with Director’s office, Education, Public Programs, Theater and Exhibition Management departments.
- In concert with Graphic Design and Editorial, manage the development of electronic invitations for internal events via zkipster, an online event software. Responsibilities include drafting HTML invitations and routing drafts to applicable departments for approvals.
- In collaboration with Advancement Department, Curatorial and Director of Special Events, develop and manage invitation lists for internal events. Facilitate invitation list queries via Raiser’s Edge. Play a key role in analyzing current data processes to streamline data migration to Salesforce.
- Upload invitation lists, track RSVPs, and distribute RSVP reports to applicable departments.
- In collaboration with the Director of Special Events and Development Operations, develop facebooks needed for high profile internal events.
- In collaboration with the Director and Senior Manager of Special Events, conduct email and phone follow-up to invited guests.
- Collaborate with the Director and Senior Manager of Special Events onsite at the museum on the Guggenheim International Gala, Learning Through Art Benefit, YCC Party, exhibition opening events, and internal cultivation events.
- Liaise with onsite staff, which may include volunteers, during setup, event and breakdown. Manage event ticketing and check-in arrivals for all events.
- Support the rental program by fielding event inquiries, participating in leading site visits, and managing on-site vendors and clients.
- Compile all post-event data and migrate data reports into Raisers Edge and Salesforce. Analyze event trends, audience reach, and successes to support increased event growth year-over-year.Perform general administrative duties including maintaining the department email inboxes, department records and reference materials.
WORK DEMANDS & ENVIRONMENT:::
- Ability to travel within the metropolitan area as required to perform the above duties at any of the Guggenheim’s owned or leased properties upon request.
- Ability to work occasional nights and weekends.
- Ability to work onsite and maintain flexible hours, including evenings.
- Ability to lift at least 20 lbs.
EDUCATIONAL REQUIREMENTS::
- High School Diploma or equivalent required.
- B.A. Degree preferred but not required
CERTIFICATES, LICENSES, REGISTRATIONS::
- n/a
REPORTS TO::: :Director, Special Events
LOCATION:: 1071 5th Avenue or Lower Manhattan offices
WORK SCHEDULE:: 40 Hours per Week, Schedule TBD
POSITION TYPE:: :Full-time, :Non-Exempt, This position will become a position covered by a Collective Bargaining Agreement with Local 2110 UAW.
The Guggenheim is dedicating itself to creating paths that lead to a more inclusive and diverse institution. We encourage inquiries from applicants who will reflect the plurality of our culture and our global audience. The Guggenheim does not discriminate on the basis of age, race, creed, color, religion, marital status, gender identity and/or expression, sexual orientation, veteran status, national origin or disability status.
In accordance with the NYC Mandate, and Guggenheim policy, all Museum employees are required to show proof of fully vaccinated status (including booster) in order to work except for those with very limited legally-permissible exemptions (or approved for an exemption as a reasonable accommodation due to a disability, sincerely held religious belief, or pregnancy, or because you are a victim of domestic violence, stalking, or sex offenses).
Special Events Manager
Armenian General Benevolent Union -
New York, NY
Special Events Sales Manager
Alicart Restaurant Group -
New York, NY
Senior Manager - Special Events
Hermès -
New York, NY
