Development Event Manager

Boca Raton Museum of Art
Type: 
Full Time

JOB DESCRIPTION

POSITION TITLE:         Development Event Manager

SUPERVISED BY:         Director of Development

GENERAL RESPONSIBILITIES

The Development Event Manager works closely with Museum leadership and staff to enhance and expand donor engagement and financial support. This person is responsible for the planning, coordination, and execution of all events conducted by the Museum.
 

SPECIFIC RESPONSIBILITIES

  • Donor Relations and Advancement: The Development Event Manager builds and maintains successful, positive relationships with donors and key partners to ensure their satisfaction.
  • Works with management to set attainable, event-specific goals for each project that align with the Museum’s fundraising and donor cultivation plans. Establishes an overall development events strategy, clarifying purpose, goals, outcomes, and metrics.
  • Serves as the primary point-of-contact for external users of the Museum’s facilities.
  • Acts as the primary staff liaison for Museum-sponsored event committees (Gala, Collectors Forum, PAC, Friends, etc.); and as staff representative in relationships with key local partners; serves in a support role for all Trustee lead planning committees.
  • Planning: The Development Event Manager plans and coordinates logistics of Museum events.
  • Leads event planning meetings; prepares agendas; and manages action items.
  • Works collaboratively with Museum staff and volunteers to develop innovative, meaningful content and best possible audience/guest lists.
  • Secures In-Kind partnerships from local vendors and businesses.
  • Manages project timelines, checklists, and run-of-shows; prepares for contingencies.
  • Solicits bids and manages contracts with all event vendors including caterers, event planners, outside facilities, AV providers, and other services.
  • Identifies and obtains all necessary licenses and permits to conduct events.
  • Develops and manages lists of prospects, invitees, and attendees; manages RSVPs and assists with seating plans.
  • Manages inventory for all events, including beverage and supply quantities, donated (often high-value) auction items, and other materials.
  • Works with Marketing to coordinate pre/post event social calendar listings, photography, and to prepare all promotional and collateral material for events.
  • Organizes set-ups and breakdowns with the Facilities, Maintenance, and Security staff.
  • Works with Volunteer Coordinator to identify, schedule, and train volunteers.
  • Helps to draft event agendas and remarks.
  • Maintains the Museum’s Facility Use guidelines and procedures documentation.
  • Execution: The Development Event Manager is accountable for the efficient and successful execution of all events and helps to ensure that they reflect the institution’s mission and standards of excellence.
  • Attends events as required and manages vendors and onsite logistics.
  • Drafts and briefs leadership and staff prior to each event regarding schedule, attendees, opportunities, and concerns; updates through duration as appropriate.
  • Interacts with event hosts, committee chairpersons, sponsors, and VIPs to ensure their expectations are met and to keep them properly informed.
  • Tracks budgets and prepares financial progress reports to responsibly manage resources; submits a timely summary report following each event.
     

REQUIRED MINIMUM QUALIFICATIONS

  • Baccalaureate Degree in Event Management or related field or equivalent experience.
  • Five + years’ experience in the event planning industry.  Three + years’ fundraising experience. Prefer local candidate with good contacts and established quality networks. 
  • Ability to capture details and communicate accurately, completely, and consistently.
  • Discretion and tact in dealing with confidential and complex customer service issues.
  • Friendly, professional demeanor mandatory.
  • Ability to work a flexible schedule, including frequent evenings and weekends.
  • Creativity to develop innovative ideas and to provide continuous quality improvement.
     

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

This position is performed in a modern, semi-private business office, and utilizes standard business equipment and systems including, but not limited to: PC, printer, fax, multi-line telephone, photocopier, filing system, internet, e-mail, adding machine/calculator and others.  Also travels as necessary for event planning and execution.

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job

  • Stands and walks intermittently throughout the work day, including sitting and bending; reaches, lifts, carries, and manipulates various office materials, supplies and equipment; arranges furniture.
  • Must be able to sit for long intervals while working on the computer and other tasks.
  • Must be able to perform the job requirements under stressful and time-sensitive conditions.
  • Must be able to function independently.
  • Must be in good general health.
  • Work requires continuous activity and with frequent interruptions.
  • Occasional lifting and carrying up to twenty pounds is necessary.
     

HOURS OF POSITION

 40 hours per week- Full time, Exempt.
 

Send submissions to [email protected]