Special Events Manager

Phoenix Art Museum is looking for a Special Events Manager to provide exemplary execution of external and internal events, working collaboratively with program managers from other Museum departments—including Education & Engagement, Development, Curatorial, External Affairs, and Museum support groups—to manage and execute the Museum’s Master Events Calendar. Lead all logistics (i.e. budgeting, sales, contracts, catering and beverage services, vendor management, and event design) for Museum-wide internal events and external rentals keeping within Museum guidelines and policies.

MAIN JOB DUTIES

• In collaboration with the Curators and Directors, design, manage, and execute all Museum Development, Membership and Support Group programming and events, including but limited to; VIP exhibition openings, Art Bash, Lenhardt Lecture and Dinner Series, Eric Fischl Lecture and Reception, Circles, ACI, MAC, FOCUS, 5 Arts, Board of Trustees meetings, private dinners, special events as assigned;
• Assist with creating unique and exciting programming that activates the Museum’s spaces to draw new audience segments, increase overall attendance, increase ROI and increase rentals and investment of under-utilized areas;
• Act as main contact for all vendors providing services onsite; executing agreements and walkthroughs, obtaining insurance policies and ensuring that vendors are capable of respecting all policies and procedures;
• As needed, assist with marketing submissions for internal programming. Work closely to develop electronic communication and design marketing collateral, which may include invitations, signage, brochures, and other materials;
• Administer each event budget, review cost and return on investments of all projects, develop revenue and expense projections for overseeing event Curators/Directors;
• Assist Event Specialist in executing facility rental bookings and Museum programming, as needed.
• Assure all Museum and private events at the Museum meet and exceed expectations by following established procedures, collaborating with other employees, and ensuring accuracy;
• Be involved with all happenings on the Museum campus including operations and maintenance schedules and attending meetings with the Café, the Phoenix Theatre, City of Phoenix, and surrounding businesses;
• Coordinate all scheduling and use of the Museum's rooms and galleries. Assist in maintaining the master calendar listing of all events, their locations, dates, times and equipment needs, including Museum activities held off-site;
• Work closely and meet with groups using the Museum facilities to schedule their activities, discuss and arrange for audio visual needs, coordinate catering and vendor schedules, arrange to have the area equipped as requested;
• Provide, with the aid of custodial staff, all event/meeting areas with required tables, chairs, and other equipment related to the event. Prepare intranet work orders for event-related custodial needs;
• Review Museum restrictions necessitated by works of art, ensure that all Museum security and safety policies are observed by the users, and proper security staff has been scheduled;
• Act as lead for all inventory of event furnishings and linens. Maintain an inventory of supplies related to facilities rentals and Museum programming and assist in ordering additional supplies as needed;
• Assist Sr. Director of Events with leading and training event producing employees across all departments;
• Prepare and circulate a weekly and monthly summary of upcoming events/meetings for staff, custodians, bartenders, projectionist, Phoenix Theatre, landscapers, and other staff as needed;
• Maintain positive working relationships with Museum departments by coordinating schedules, meeting regularly, providing timely notification of necessary changes, and maintaining open communication with staff to seek mutually agreeable solutions to problems;
• Develop working relationships with outside vendors by maintaining timely and effective communication to enhance the event experience;
• Be available during events (in-person or by phone and radio) to handle issues that may arise; ability to adapt quickly to changes and trouble-shoot when necessary.

MINIMUM QUALIFICATIONS:

• A minimum of five years’ experience in event coordination and/or event/catering sales, or any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Knowledge of:

• Event execution;
• Event management software is preferred;
• Microsoft Office;
• Customer service and/or hospitality experience.

Skill and ability to:

• Exhibit neat, professional image and attitude at all times;
• Answer a high-volume of telephone calls, emails, and website inquires amidst distractions;
• Stay organized, with attention to detail, ability to meet deadlines, and work with minimal supervision;
• Be available some evenings, weekends, and early mornings for successful execution of events;
• Prioritize and accomplish multiple projects concurrently and follow- through independently on routine responsibilities;
• Manage a large flow of various communications (database, correspondence, schedules, requests for information, etc.);
• Communicate efficiently and effectively with tact and diplomacy, both in person, on the telephone with external audiences, e.g., volunteers, members, donors, and trustees;
• Communicate effectively in writing, with excellent composition, grammar, and proof-reading skills;
• Maintain confidentiality of information.

Submit cover letter and resume with job code PAM-SEM to HR@phxart.org

*** Incomplete submissions may not be considered ***

Job Status: full-time, regular, non-exempt

Salary range: $55,000 - $60,000

EOE

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Evenings as needed
• Every weekend
• Extended hours
• Monday to Friday
• Nights as needed
• Weekends as needed

Work Location: In person

Salary : $55,000 - $60,000