Special Events Manager

SPECIAL EVENTS MANAGER Job Description History San José (HSJ) seeks a high-energy, detail-oriented Special Events Manager to lead our facilities rental program and assist with site activations. The Special Events Manager is responsible for booking, planning, managing, and evaluating all facilities rental events that occur at History San José sites. Experience working in a museum or cultural institution; budget development and financial management; and personnel management experience required. Demonstrated success in generating revenue for the organization is a plus. About History San José History San José anchors the region’s diverse cultural history by offering compelling experiences — exhibitions, festivals, educational programs, and academic research — for audiences to discover the dynamic history of San José and the Santa Clara Valley. Our vision is to enhance San José’s and Santa Clara County’s regional and global recognition, ensuring the rich, diverse history of San José is accessible and engaging for all. Locally, we strive to be a key engine in building a more connected, active, and vibrant community where everyone feels like a part of the ongoing story of San José and Santa Clara County. Our mission is achieved by focusing on three main categories: Preservation, Education, and Community Events. Structure The Special Events Manager reports directly to the Director of Operations Oversees all events, festivals, and site rentals Supervises event coordinators and event contract staff Responsibilities/Duties Actively market HSJ venues to corporate, non-profit, and private clients (weddings, festivals, fundraisers), responding to inquiries in a timely manner. Manage the full sales lifecycle: conducting site walkthroughs, preparing quotes, negotiating invoices and contracts, event planning meetings, and post-event evaluations. Work with affiliates, partners, and internal teams to plan and execute mission-based events throughout the year. Coordinate with facilities and all departments for operating support for each event, including set-up, take down, utilities, equipment, and any additional services and rental requests, such as trolleys, docents, O’Brien’s Ice Cream Parlor. Oversee the end-to-end permitting process for all site activations, acting as the expert intermediary between clients and City/County departments to ensure seamless, compliant event execution. Maintain a current vendor list of caterers and other contract services to meet the needs of clients. Negotiate and contract performers, caterers, and event vendors in an efficient, timely, and cost-effective manner. Build and maintain a positive working relationship with clients, vendors, governmental agencies and their representatives, HSJ employees and volunteers, and all others involved in rentals, events, and activities at the sites. Manage the master organizational calendars to reduce conflict between school programs, events, festivals, site rentals, and public exhibits. Maintain meticulous records of vendor contracts, client invoices, and permit documentation. Represent History San José at community meetings, San José district meetings, and partner events, building and maintaining strong relationships with community stakeholders. Perform other duties as assigned. Knowledge, Skills, and Abilities Proven ability to effectively manage and communicate with clients; HSJ staff and volunteers to accomplish objectives within a team environment of mutual respect and support. Documented knowledge of the requirements for managing private and public events. Demonstrated knowledge of government regulations, requirements, and permits for private and public events including working with Police, Fire, and City Departments including PRNS (Parks, Recreation & Neighborhood Services). Proven ability to negotiate contracts among multiple parties that meet established budgetary goals. Ability and willingness to work a flexible schedule that includes weekends, evenings, and some holidays during peak event season. Proven ability to work successfully in a multi-cultural environment. Proven ability to pay attention to detail to produce accurate and timely work within a rapid-fire work environment. Documented knowledge of project management, including organization, scheduling, budgeting, implementation, and program evaluation. Demonstrated ability to manage multiple projects simultaneously, on time, and on budget. Proven skills in common office computer programs: word processing, spreadsheets, email, database management, websites, and graphics. Ability to lift 40 lbs. vertically. #J-18808-Ljbffr