Director, Special Events

RESPONSIBILITIES

EVENTS AND SPECIAL PROGRAMS STRATEGY 

• Primary department contact for vetting and processing potential event Clients (Internal and External) expressing interest in booking our facilities from initial inquiry to contract execution 
• Become an expert for the Museum’s event space and capabilities 
• Manage all aspects of event’s database (Elite), maintain events department calendar, client, and vendor databases 
• Respond to potential clients in a timely and professional manner and provide accurate information to help convert inquiries to contracts when appropriate 
• Responsible for contracting with clients by executing Event 
• Reservation Agreements for third party events and managing all financial deposits to confirm the events 
• In partnership with the Revenue and Engagement team- Plan and execute all event logistics, for development and fundraising events including venue selection, catering, entertainment, décor, and transportation 
• Support internal teams on the planning and production of internal events 
• Assist in the cultivation and stewardship of donor relationships through events 
• Primary department contact for marketing and selling the Museum’s world class destination for third party (external) events 
• Work with the communications department to develop a cohesive marketing strategy to promote the Museum as a premier destination for events 
• Implement a sales strategy and create a sales plan aligned with the Museum’s mission 
• Attend industry-related events and networks to identify new event clients and vendors 
• Collaborate with the museum's restaurant and catering operators to design and implement food and beverage offerings that enhance event experiences 
• Ensure clear communication and coordination between event planning and restaurant/catering teams to meet event requirements and guest expectations 
• Develop and maintain strong working relationships with restaurant and catering staff to ensure high-quality service and innovation in event menus 

MUSEUM ACTIVITIES  

• Propose strategies to implement a strong event planning process from conception to execution and event assessment 
• Manage and maintain all aspects of events department calendar, client, and vendor databases 
• Conduct research to remain current on event-related trends by proactively gathering information, making site visits of other venues, and reaching out to local and national arts institutions for benchmarking 
• Build a library of suggested vendors and create event check lists 
• Propose, implement, and manage the department’s fiscal budgets and strategize sales goals 
• Work with the General Counsel and CFO to implement all event agreements and vendor contracts 
• Create and implement venue policies to improve event sales functions for the Museum and advise Senior Leadership on such policies 

STAFF AND TEAM MANAGEMENT 

• Hire, train, develop, and evaluate staff effectively, taking corrective action as necessary on a timely basis and in accordance with Museum policy 
• Evaluate the team plan for continual improvement of the efficiency and effectiveness of the group 
• Promote a culture of high performance and continuous improvement that values learning and a commitment to quality 
• Mentor and develop a staff using a supportive and collaborative approach on a consistent basis 
• Establish and monitor staff performance and development goals, assign accountabilities, set objectives, establish priorities, conduct and annual performance appraisals  

 

CORE COMPETENCIES

Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best-possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience-centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision. 

Courageous Communication: Intentionally works well with others both on the team and cross-functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible. 

Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders. 

Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity. 

Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely. 

Building Trust & Relationship Management 

Accountable Ownership and clearly shares information and the "why" behind decisions. 

Asks for and values the opinions of others. Displays empathy when listening. 

Acknowledges when trust has been broken and focuses on rebuilding. 

Relates comfortably with people across levels, functions, cultures, and geographies. Identifies interpersonal and group dynamics and reacts effectively. 

Accountable Ownership 

Takes ownership of outcomes, positive or negative, without blaming others within the team or cross-functionally. 

Recognizes when they are not approaching a situation with accountability but instead with a blame mindset. 

Takes accountability for assigned tasks and executes on deliverables in a timely manner. 

Strategic Alignment & Execution 

Contributes to the organization by understanding and aligning actions with the organization's goals, core functions, needs, and values. 

Seeks out and incorporates multiple perspectives, experiences, and industry trends to develop a holistic perspective. Operationalizes ideas within the business model. 

Displays critical thinking when faced with a challenge by asking probing questions and looking for connections. 

PHYSICAL REQUIREMENTS

The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

• Ability to stand and walk for extended periods, up to 8 hours per shift. 
• Ability to move throughout multiple Museum locations, including galleries, theaters, outdoor spaces, and other public areas. 
• Ability to maintain an active and visible presence while providing exceptional guest service. 
• Ability to work in a high-volume, public-facing environment with large groups of guests, including school groups, tours, special events, and peak attendance periods, while maintaining professionalism, situational awareness, and composure. 
• Ability to frequently bend, reach, stoop, kneel, crouch, and climb stairs as needed. 
• Ability to occasionally lift, carry, push, and pull items weighing up to 25 pounds, including wheelchairs, stanchions, signage, guest service equipment, and other operational materials. 
• Ability to communicate clearly and effectively with guests and colleagues in person, by telephone, and over two-way radio. 
• Ability to work both indoors and outdoors in varying environmental conditions. 
• Ability to maintain awareness of guest activity and surrounding conditions while monitoring galleries, queues, and public spaces. 

QUALIFICATIONS

EDUCATION AND EXPERIENCE 

• Bachelor’s Degree in Hospitality, Business Administration, Marketing, or related field required 
• Eight (8) or more years of event management experience, preferably within a museum or cultural institution 
• Experience in building, mentoring, and coaching a team of event staff is required 
• Certified Special Event Professional or Certified Meeting Professional preferred 

SKILLS 

• Superior project management skills, including planning, scheduling, and vendor negotiation 
• A collaborative team player with highly developed interpersonal skills with the ability to relate to diverse internal and external audiences 
• Strong partnership and collaborative style with outstanding communication skills (written, verbal and presentation 
• Self-motivated and highly experienced with multi-tasking 
• Hands-on approach with attention to detail, organization, reliability and a get-it-done attitude Knowledge · Innovative thinker with a track record for translating strategic thinking into action plans and output  
• Comfortable in transitional situations where there is rapid change and ambiguity 
• Takes pride in excellence and has the initiative to keep striving for improvement and learning while delegating and developing a strong supporting team 
• Excellent judgment and creative problem-solving skills, including negotiation and conflict resolution 
• Abilities · Operates as an effective tactical and strategic thinker 
• Take pride in excellence and the initiative to keep striving for improvement and learning while delegating and developing a strong supporting team 
• Capacity and organizational ability to excel in a fast-paced, diverse, multi-tasked environment Leads with a hands-on approach with attention to detail, organization, reliability and a get-it-done attitude.