Special Events Coordinator

Position: Special Events Coordinator

Reports To: Senior Director of Development

Direct Reports:  0

Division: Development

FLSA Status: Part-Time, Hourly, Non-Exempt

Salary Range: $55,000-$60,000 annually

Work Hours: 28 hours per week. Tuesday – Friday.

Hybrid Option: 3 days per week on site (including Tuesdays and Thursdays) with the option for 1 day remote. Occasional weekend and evening work at events is required.

Position Summary       

The Special Events Coordinator is responsible for developing, coordinating, and implementing dynamic fundraising, cultivation, and stewardship events to engage current and prospective patrons and to build the donor/member pipeline. Events include twice annual signature fundraisers, cultivation receptions (on and offsite), exhibition opening receptions, and artist dinners. This role also manages periodic rental events and inquiries and promotes rental opportunities.

This role builds public visibility through events and helps cultivate new audiences and possibilities for future funding. The Special Events Coordinator works with the Senior Director of Development and across the division and museum to build and execute innovative and artist-centric events in support of the museum’s revenue, programmatic, and accessibility goals.

About the Frye Art Museum

Founded in 1952, the Frye is Seattle’s only free art museum, bringing together art and new ideas within a stunning Olson Sundberg Kundig-designed building in historic First Hill. A foundation collection of turn-of-the-century oil paintings is bolstered by a wide range of modern and contemporary art holdings, reflecting our region’s evolving identity and a commitment to exploring the art of our time. Learn more at fryemuseum.org.

Key Responsibilities    

Project Planning and Execution (80%)

• Oversee a wide range of events, including ticketed fundraisers, cultivation events, artist/sponsor dinners, and exhibition openings to meet revenue and stewardship goals.
• Manage event planning, including understanding goals and strategies for each event, creating/managing event budgets, assessing needs, developing and managing production timelines, and collaborating with fundraisers on donor engagement.
• Collaborate with Development colleagues on administrative and operational aspects of events, including with the Database Associate (database event configuration, purchase acknowledgment copy, registration links, donation links, booking gifts, and payments.)
• Create donor acknowledgments for special events (ticket purchases and donations)
• Respond to inquiries and facilitate event ticket purchases and donations by members and Trustees.
• Collaborate with the Communications team on event marketing and communications, event identity, and design. Draft and submit design request forms for signage, event collateral, event webpages, digital invitations, and sponsorship materials.
• Manage event logistics, including design, layout and decor, security, and rental needs. Coordinate with internal and external participants and vendors, coordinate with the museum café or caterers, request quotes for services, schedule and prepare contracts (speakers, performers, artists), and process invoices to ensure timely compensation.
• Coordinate cross-departmentally pre and post events, including with Communications, Facilities, Security, Collections, Volunteer Coordinator, Finance, and the Director’s Office to ensure communication and adherence to museum practices and standards.
• Contribute to post-event assessment reports, including ROI and how fundraising and engagement goals were met.

Venue Rental (10%)

• Oversee venue rental program and periodic rentals, monitor and respond to inquiries on the museum’s rental platform, interface with and provide tours for potential clients, and update internal guidelines as needed. As needed, work with the museum café to plan after-hour rental events.

Additional

• Perform other duties as needed

Desired Qualifications, Knowledge, and Skills

• The ideal candidate flourishes in a collaborative and fast-paced environment and enjoys interacting with internal and external stakeholders to ensure the success of fundraising events and goals.
• Strong administrative and project management skills, with the ability to prioritize and multitask across multiple projects independently and collaboratively.
• Attention to detail with the ability to visualize the guest experience, execute a plan, and flexibly adapt to changing circumstances
• Experience with event management in a non-profit organization, with knowledge of and enthusiasm for fundraising.  
• Excellent interpersonal skills to represent the museum professionally and enthusiastically in interactions with internal stakeholders, donors, and the public.
• Knowledge of hospitality and an eye for creative design, familiarity with the culinary community a plus.
• Ability to maintain confidential donor information with discretion.
• Commitment to advancing diversity, equity, inclusion, accessibility, and belonging.
• Fluency in English; proficiency in additional languages is a plus.

Preferred Education/Experience

• 2 years of related work experience in museums, arts, and cultural organizations preferred.
• Bachelor’s degree in art, education, humanities, business, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite, including facility with Word and Excel (ability to create and edit documents, execute mail merges, pull and manipulate data)
• Experience with a Customer Relationship Management (CRM) database (Altru or other database system)

Benefits

• Hybrid Option: 3 days onsite (including Tuesdays and Thursdays) and 1 day remote
• Full health benefits: Dental, Vision, Medical (100% employer covered option)
• Paid vacation and sick time accrual after 90 days of employment
• Transportation and Commuter benefits
• 403b savings plan with 1.5% employer match
• Employee assistance program
• 20% Museum store discount
• 15% Cafe discount
• Reciprocal museum membership

How to Apply

Candidates should submit a resume that outlines relevant experience and a cover letter. The position is open until filled, but priority will be given to candidates who apply by March 11, 2025.

In the cover letter, please address the following questions:

• Why are you drawn to work at the Frye in the Development Division?
• What about this role appeals to you?
• Why is this opportunity relevant and important to you at this moment in your career?

We strongly encourage applicants from individuals of all backgrounds, especially those who bring diverse perspectives that will continue to contribute to the inclusive and equitable culture we are fostering at the Frye Art Museum. We value diversity in all forms and believe diverse experiences, voices, and perspectives enrich our work and community.

The position is open until filled. NO EMAILS OR PHONE CALLS PLEASE. Due to the high volume of applications received, we can only contact candidates whose skills and backgrounds best fit the needs of the open positions. We will contact you by email or phone if we wish to arrange a phone screen.

Work Conditions

Work areas are inside, in a climate-controlled environment with light background noise. Work is occasionally performed at other indoor and outdoor event sites. Shift times may vary to meet the museum's requirements for staffing the facilities and events. Work may require weekend and evening hours and extended attendance periods at museum events.

Physical Activities Required to Perform Essential Functions

• Ability to converse and exchange information for effective communication. 
• Remaining in a stationary location, standing or sitting, and occasionally moving through the museum. 
• Regular operation of computer systems and other office equipment such as phones and printers. 
• Frequently move and transport objects weighing up to 50 pounds. This may require positioning self to move and remove objects from low shelves.
• Capacity to stay on-site for extended durations during museum programs and events.  

As much as possible, the Frye Art Museum will accommodate applicants with disabilities to perform essential functions and duties. Please contact the Human Resources Department (jobs@fryemuseum.org) for additional information.

COVID-19 Considerations

Note that all employees are asked to adhere to museum guidance and policy for COVID-19, which may change over time.

EEOC Statement

We recognize that a successful candidate will meet many of the requirements in this job description but may only meet some of the qualifications. We encourage applicants to apply if much of this job description describes them. 

As part of our commitment to a diverse, equitable, and inclusive workplace, we invest in building teams with various backgrounds, identities, and experiences. The Frye is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, sex, religion, age, marital or veteran status, national origin, disability, sexual orientation, or any other basis prohibited by local, state, or federal law.

Salary : $55,000 - $60,000