Special Events Coordinator

Special Events CoordinatorSpecial Events Coordinator provides critical administrative support for the activities and operations of Special Events of the Museum. Supporting events for trustees, patrons, councils, members, and our annual fundraisers. The Special Events Coordinator provides key support to the event rental business. This position will work closely with the Senior Special Events Producer, supporting events across the Museum's new campus, which features new expanded event spaces. The Special Events Coordinator has experience working in sales and event production. The successful candidate will be a team player, thrive in a fast-paced environment, be detail oriented, have excellent customer service and communication skills, both written and verbal, and be able to problem solve and pivot quickly with confidence. A minimum of 3-5 years of event and event-related experience required. This position requires flexibility to work on weekends, early mornings, and late evenings as necessary. The position reports to the Senior Special Events Producer.Primary ResponsibilitiesPrepares event proposals, and works with Senior Special Events Producer on contracts, and invoices for clients pre and post events.Hosts client and vendor site visits.Follows up with phone calls and e-mails related to event inquiries.Oversees events (mornings, nights, and some weekends are required).Supports vendor activity with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines.Assists with execution and production of patron dinners and donor receptions, Spring Gala, and special campaign events.Coordinates event invitations, guest lists, and RSVP lists, liaising with various Museum departments and external partners.Conducts prospect research for event rentals and potential vendors.Processes rental gifts and maintains accurate rental records in fundraising database.Assists in tracking rental event revenue and budgets.Track and share project timelines, calendars, check lists, work requests and memos to support interdepartmental communications.Works with the Special Events Producer on New Museum Master Calendar holds and bookings to ensure spaces are booked for internal and external events.Assures efficiency for internal and external event execution.Assists with logistics support for the Museum's patron events and patron travel program, including coordination with venues and vendors; hotel, restaurant, and travel logistics; tracking and coordination of special requirements for guests and hosts; planning, confirmation and follow-up communications.Updates and maintains Special Events guidelines and training manuals with Senior Special Events Producer.Requirements40-hour work week, inclusive of weekends and evenings.Strong organizational skills; excellent communication skills, both written and oral.Confidence to speak with clients and vendors with ease and authority.Ability to influence and engage a wide range of constituents and build relationshipsAbility to multi-task and problem solve, while prioritizing museum policies, and chain of command.Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly.Physical DemandsMust be able to carry 25 poundsThe physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily. Sedentary computer work is also required.QualificationsA Bachelor's Degree is preferred.At least 2 years' experience working in event management, venue management or similar field with high-paced, high-level front facing customer service.Proficiency with processing payments and with a content management databaseRequired excellent skills with Microsoft Office, Zskipster, Tripleseat, Raisers Edge or equivalent, Asana, ACME, and other project management systems a plus.Benefits, Paid Time Off & HolidaysWe offer a full comprehensive benefits package that includes Medical, Dental, Vision, Employee Assistance Program (EAP), Flexible Spending Account (FSA), Health Reimbursement Program through the Difference Card, Commuter Benefits Program through the Difference Card, Voluntary Short Term Disability Plan and Long-Term Disability, Life Insurance, Retirement Plan, and other voluntary benefits.We offer full-time employees 15 days of paid time off, 8 sick days off and 13 holidays off as applicable through the fiscal year.About the MuseumThe New Museum's mission is simply "New Art, New Ideas." Founded in 1977 by curator Marcia Tucker with a bold vision of presenting contemporary culture in a critical and scholarly context, the New Museum has been a leader among contemporary art museums for over 40 years and is among the most respected internationally for its risk-taking curatorial program. The New Museum is a center for exhibitions, information, and documentation about living artists from around the world, focusing on emerging and under-recognized voices, and providing a platform for the artists who are defining our cultural moment. In 2007, the New Museum made history with the inauguration of its first permanent building at 235 Bowery designed by the Tokyo-based firm SANAA. Since that time, over 4 million have visited or attended programs and events, and the Museum has 155 exhibitions featuring over 600 artists from 60+ countries in our galleries, as well as over 1,200 public programs ranging from live performances, conferences, residencies, screening, after-school programs, and family days.Equal Opportunity EmployerThe New Museum of Contemporary Art believes that all persons are entitled to Equal Employment Opportunity and we do not discriminate against our staff members or applicants for employment because of race, creed, color, religion, national origin, gender identity and expression, sex, age, disability, marital status, political affiliation, sexual orientation, genetic information, or veteran or citizenship status provided they are qualified and meet the requirements for the job. The New Museum provides reasonable accommodation to candidates with disabilities. As per New York State Guidelines, all candidates hired must be vaccinated with the COVID vaccine.