Manager, Special Events

• Independently lead assigned event portfolio, and provide support on larger events and projects
• Serve as an expert in the Museum’s event spaces and capabilities; always providing a high level of customer service and operational excellence across all event touchpoints
• Uphold standard for entertaining at the Lucas Museum aligned with our brand, mission, vision, and values
• Enforce rules and regulations in regard to hosting within museum spaces
• Assist in managing venue management system including departmental calendar and databases
• Serve as a liaison between internal resources including Facilities, Security, Visitor Services, A/V, and Communications
• Develop and distribute event memos to effectively communicate activity across the museum
• Build and maintain relationships with vendors, partners, and additional stakeholders
• Administrative duties in relation to event portfolio

External Events

• Support the team in evaluating and implementing a successful rental program strategy
• Assist in vetting and processing potential clients in collaboration with the Director, Event Sales
• Responsible for executing contracts, managing COIs, and tracking payment
• Collaborate with Membership and Development on event prerequisites
• Assist in full event cycle from including inquiries, walkthroughs, contracting, planning, and onsite production and management
• Drive solicitation efforts to meet and exceed revenue goals through sales and partnership strategies in collaboration with the Director, Event Sales

Internal Events

• Serve as a resource for all internal event needs
• Partner with museum departments to plan and produce internal events such as galas, cultivation dinners, exhibition openings, and other museum-wide initiatives
• Development of the look, taste, and feel of events; collaborating with the appropriate vendors to develop menu, design, lighting, entertainment, and other event elements
• Work within internal budget and identity ways to minimize costs and spend
• Work with internal stakeholders to assure their goals are achieved and in keeping with the standards of the Museum
• Administrative tasks and special projects related to event portfolio

Additional assignments and special projects as needed and designated by the Director of Special Events.

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. 

Education & Experience

• Bachelor’s Degree required; in Hospitality, Business Administration, Marketing, or related field preferred
• Minimum of (6) years of event management experience, preferably within a museum or cultural institution

Skills

• Superior project management skills, including planning, scheduling, and vendor negotiation
• A collaborative team player with highly developed interpersonal skills who has 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
• Excellent judgment and creative problem-solving skills

Abilities

• Operates as an effective tactical and strategic thinker
• Takes pride in excellence and the initiative to keep striving for improvement and learning
• Capacity and organizational ability to excel in a fast-paced, diverse, multi-tasked environment