Manager of Special Events

Job Description

Job Description

Overview

Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling artists to create and audiences to experience epic and adventurous presentations that cannot be mounted elsewhere in New York City.

Summary

Working in conjunction with the Armory’s Director of Special Events and the larger Development team, the Manager of Special Events focuses on the fundraising, planning, and oversight of high-end events for major donors, sponsors, and members of the Armory, most importantly the high-profile annual Gala that hosts 500 donors. This position is a full-time role, and primary responsibilities include strategic frontline fundraising for several annual benefit events, management, and execution of 25 to 40 events per year, project and deadline management, and building strong relationships with donors and other stakeholders.

The Manager is a key component of a small but entrepreneurial Special Events team, which manages and supports opening nights and events for member groups and artists, the annual Gala, Snowflake Lounge, and benefit dinners.

Supervision

The Manager reports to the Director of Special Events and takes further direction from the Director of Development and the Chief Development Officer, in addition to working closely with the Development team and staff in other Armory departments. This position supervises and works closely with an events team made up of in-house and consulting team members.

Responsibilities

A. Event Management

1. With direction from Director of Special Events, help manage and execute the Armory’s fundraising events that raise over $2.7 Million including an annual Gala, holiday family fundraiser, and production-specific benefit events
2. Manage, implement, and systematize select administrative and logistical aspects of the annual major fundraisers (including the Gala is a collaborative project involving the full organization and is led by the President), including managing financials for ongoing tracking and distribution, coordinating mailings and solicitors, being the point-person for catering and numerous other areas
3. Collaboration with key executive staff on special projects including printed materials, run of show, entertainment, décor, and other items pertaining to Gala and large events
4. Manage a portfolio of cultivation and private events for donors and the Armory’s membership groups, including participating in conceiving the events with the Individual and Institutional Giving teams, planning and implementing logistics, managing event budgets, and supervising the execution of events along with other event staff
5. Coordinate all back-office administration, including contracts and agreements with vendors and those throwing the events, ordering supplies, scheduling meetings, submitting work requests, and tracking and processing expenses.
6. Ensure that all events in the historic spaces conform to the taste and aesthetic standards of the institution
7. Collaborate with applicable Armory departments and colleagues to ensure coordinated and streamlined event planning and execution, including frequent communication and troubleshooting, active participation in weekly operational meetings, and keeping the Armory’s master calendar accurate and up-to-date with event details
8. Numerous evenings and some weekend day and evening work is required
9. Perform other event management responsibilities as needed and directed

B. Fundraising and Development

1. Along with the Development leadership, galvanize support for fundraising events by building special engagement with committee leadership and members, event leadership, and the event donors themselves
2. Implement new and improve upon existing systems to make processes more efficient including around financial revenue and expense tracking

1. Proactively use Tessitura (the fundraising CRM) to store fundraising and events data

2. Perform other fundraising, event, and development responsibilities as needed and directed, including but not limited to working other events and programs and staffing the patrons table during performances

C. Staff, Contractor, and Vendor Management

1. Build and supervise a dynamic events team, which may include staff, interns, consultants, contractors and vendors, including managing schedules, assigning projects and tasks, and ensuring work is completed in a professional and timely manner
2. Assist Director of Special Events in building and maintaining productive and collaborative working relationships within the development department and with other departments
3. Perform other supervisory duties as needed and required, which may include recruiting and hiring, evaluating performance, disciplining, and recommending changes in pay rates, job classifications, and employment status

Qualifications

To perform this job successfully, an individual must be able to perform each essential function to a high professional standard. The requirements listed below are representative of the knowledge, skill, and/or ability required. Ideal candidates will be highly organized, motivated, high-energy, detail-oriented self-starters who work well within a fast-paced environment.

• 2-3 years’ experience in managing special events or being a frontline patron fundraiser for a non-profit organization, preferably culture- or arts-focused

• Proven excellence in organizational and laser-focused attention to detail
• Demonstrated ability to take initiative, proactively manage multiple priorities and projects with tight and changing deadlines, and work both independently and collaboratively as part of a team
• Experience improving existing systems and developing new processes for increased efficiency and productivity
• Outstanding interpersonal skills and excellent written and verbal communication skills
• Sound judgment, professionalism, and discretion in handling confidential information and sensitive matters.
• Strong proficiency in the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint, as well as in internet research; Tessitura experience a plus
• Ability to work nights, weekends, and holidays, as needed.

Compensation

The salary range for this role is $75,000 to $85,000 annually, commensurate with experience. This is an exempt position.

Commitment To Diversity Equity & Inclusion
Park Avenue Armory provides equal opportunity to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, mental or physical disability, pregnancy, alienage or citizenship status, marital status or domestic partner status, genetic information, genetic predisposition or carrier status, gender identity, HIV status, military status and any other category protected by law in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, lay-off and termination, and all other terms and conditions of employment.