Events and Special Programs Manager

Job Description

Job Description

The Events and Special Programs Manager leads and facilitates the sequence of functions related to executing high quality events in support of The Wadsworth’s mission and strategic plan. This includes responsibility for executing the museum’s signature Development events such as the annual gala, Festival of Trees and Traditions and Fine Arts and Flowers, cultivation events, and external rentals.

ESSENTIAL RESPONSIBILITIES

• Executes exceptional internal and external events that advance donor cultivation, stewardship, engagement, fundraising, and earned revenue goals.Stages major fundraising events like the annual gala, and upper-level members such as member previews, cultivation events, and corporate donor events.
• Collaborates across departments to ensure seamless event execution, clear communication, proper calendaring, and an outstanding guest experience.
• Works with staff and volunteers to secure event sponsors and donations as well as to obtain art and goods and services for the fundraising auction.
• Generates leads for external rentals; prepare proposals and contracts and secure bookings consistent with the museum’s mission and operational capacity. Working with facilities and security management, ensures that event spaces are properly set up, clean and in proper working order, including safe ingress/egress of guests.
• Oversees event logistics, budgets, contracts, vendor management, and payments while ensuring compliance with museum policies. Ensures contract negotiations and alignment with The Wadsworth’s policy.
• 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.
• Supports Development and Membership events and other special programs as assigned.
• Perform other related duties as needed. Coordinates with caterer to ensure event details are communicated seamlessly through meetings, as well as updating and distributing event documents.

ORGANIZATIONAL RELATIONSHIPS

• Reports to Director of Development.
• Supervises assigned volunteers and outside vendors.
• Interacts with internal and external stakeholders of the Museum.
• Interacts with various levels of Staff, Visitors, Members, Volunteers, and Trustees.

REQUIREMENTS

Knowledge

• Bachelor’s Degree: some graduate education preferred.
• Minimum of 3-5 years’ successful experience in event management/planning preferably in a museum or arts environment.

Skills

• Excellent interpersonal skills, as well as consensus-building skills for working with volunteer committees.
• Highly organized, efficient, and strategically minded.
• Excellent written and oral communication skills with a keen sense of attention to detail.
• Excellent time management skills.Strong understanding of hospitality and customer service.
• Strong collaborator and team player.
• Proficiency in donor management software (Tessitura a plus) and Microsoft Office.

Abilities

• Ability to work under pressure; confidence in the ability to convey information to major internal and external players.
• Awareness of the unique setting of the museum for events and can appreciate the nuances required to have events in a place with irreplaceable items.
• Must be flexible and willing to pivot when required.
• Works independently with limited supervision.
• Must understand and respect confidential nature of development work.