Events Manager

Events Manager

The Events Manager plays a key role in supporting the coordination, execution, and implementation of Advancement special events that engage a diverse audience of prospective and current donors, as well as those events with special catering and production needs that support Public Programs, Education, and the museum as a whole, frequently in partnership with other departments across the museum.

This full-time position offers full set of benefits: medical, dental plans, life insurance, long term disability, retirement plans, voluntary programs, AAM membership, EAP program, paid time off, and more.

Essential Functions

Events Management

• Build and maintain strong relationships with internal stakeholders by understanding the organization's objectives and help ensure that service delivery is of the highest quality.
• Coordinate with and assist the Director of Events to implement major museum-sponsored internal events that support cultivation and stewardship objectives: updating event calendars, developing and managing budgets, creating production timelines, negotiating with all pertinent vendors (including caterers, florists, valet, and audiovisual providers), reviewing contracts, processing payment requests, liaising with applicable departments, coordinating event logistics, arranging security, and supervising events onsite.
• Collaborate with the Venue Rentals team as needed on select external rentals that engage corporate sponsors or where cross-team support is needed to staff events.
• Provide logistical and other support for a select range of public, education, and other institutional programs, and the Director's Office, including monthly Phillips after 5 programs, with duties that may include: selecting caterers, purchasing supplies, and working with the interdepartmental planning and security teams.
• Assist the Director of Events with all aspects of the Annual Gala, a major revenue driver: meetings and committee support, producing and managing strict adherence to Gala production timeline, coordinating with vendors and internal teams.

Event Communications and Stewardship

• Serve as primary Events contact and record RSVPs and attendance in databases.
• Serve as Project Manager for collateral development and e-communications vehicle project management and delivery, in partnership with MarComm, for all special exhibition and installation openings, as well as for corporate cultivation and stewardship events and cross-constituent events like the Annual Town Hall and Exhibitions on the Horizon.
• Work with the Advancement Associate to support invitation list management, produce check-in lists.
• Supervise the development and implementation of the production timeline, design, proofing, printing, and mailing of event collateral and signage.
• Communication with diplomatic and institutional partners as needed regarding collaboration around events.

General Administrative

• Work with Finance to prepare invoices and secure payment for vendors.
• Plan and execute internal events from initial concept through completion, developing room layouts and production plans, determining staffing requirements, coordinating logistics with internal departments and vendors, overseeing setup and breakdown, and managing onsite event operations.
• Manage and organize supply needs for internal Advancement events such as beverages, paper products, and supporting equipment and supplies.
• Ensure timely event advance and follow-up: briefings and invoicing.
• Perform other events-related duties as assigned.

Required Qualifications

• 2-4 years of experience in related events, sales, and/or hospitality.
• Ability to prioritize and multi-task in fast-paced environment and remain calm in high pressure situations.
• Extraordinary attention to detail.
• Creative, energetic, positive, and goal oriented.

• Maturity, confidence, and presence to work effectively with donors, senior executives, vendors, volunteers, museum Trustees, and staff on all levels.
• Excellent written and verbal communication skills that are both pro-active and highly responsive.
• Knowledge of software including Microsoft Office Suite – Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to work additional hours: early mornings, late evenings and weekends as needed for events.
• Ability to maintain confidentiality and use discretion when handling sensitive and confidential situations.
• Knowledge of special event protocol, etiquette, and catering.
• Ability to move furniture and items up to 50 lbs. as needed, with or without assistance.
• Ability to stand for extended periods of time.

Preferred Qualifications

• BA/BS strongly preferred.
• Management experience with a demonstrated ability to supervise staff and delegate efficiently.
• Knowledge of software including Altruor comparable CRM, and Special Event Software–Canva, BaseCamp, Social Tables preferred.
• An appreciation of the visual arts.

The Phillips Collection is an equal opportunity employer, and we value diversity. We do not discriminate on the basis of race, color, religion, creed, sex, sexual orientation, pregnancy, childbirth or related medical conditions, national origin, age, physical or mental disability, genetic disposition or carrier status, marital status, veteran status, personal appearance, gender identity or expression, family responsibilities, matriculation, political affiliation, or any other category protected under applicable federal, state, or local law.

Employment at The Phillips Collection is at-will. At-will means that you may terminate your employment at any time for any reason with or without notice and that The Phillips may terminate your employment at any time for any reason.