Special Events Manager -The Phillips Collection

Human Resources 7

POSITION OBJECTIVE:

The Special Event Manager is the primary project manager for all external rentals for The Phillips Collection, a destination venue for special events in the DC cultural scene and a pipeline for corporate partnerships with the museum. Together with the Annual Gala, external rentals comprise a significant portion of The Phillips Collection’s annual revenues. The Special Events Manager plays a supportive role in the coordination, execution, and implementation of Advancement special events that engage a diverse audience of prospective and current donors, as well as those events with special catering and production needs that support Public Programs, Education, and the museum as a whole, frequently in partnership with other departments across the museum.

ESSENTIAL FUNCTIONS:

External Events

• Manage all aspects of external events for The Phillips Collection, including but not limited to executing client's initiatives by helping to develop meeting or event concepts, goals, objectives, budget and final outcomes.
• Build and maintain strong relationships with client groups by understanding their practice or industry objectives and help ensure that service delivery is of the highest quality. Support the client relationship by handling the logistics flawlessly.
• Assist the Director of Advancement Events with all aspects of the Annual Gala, a major revenue driver: meetings, producing and managing strict adherence to Gala production timeline, coordinating with vendors and internal teams, and tracking resulting actions.
• Conduct on-site visits tours of facility for external clients and follow up accordingly. Provide guidance on menus and décor. Develop relationships with vendors including caterers; obtain invitation lists and certificates of insurance. Write and issue event related contracts and obtain required signatures.
• Collaborate with corporate affairs colleagues to steward rental clients toward deeper engagement and potential support.
• Serve as the primary point of contact for all external events.
• Planning and execution of external events, including ordering supplies, assisting with room layout, ensuring the event is properly staffed, and working a variety of events.

Internal Events

• Coordinate with and assist the Director of Advancement Events to implement major museum-sponsored internal events, that support cultivation and stewardship objectives: updating event calendars, developing and managing budget, creating production timeline, negotiating with all pertinent vendors (caterers, florist, valet, audio visual, etc.), reviewing contracts, processing all payment requests, liaising with any other applicable departments, coordinating logistics, arranging security, and supervising the event itself.
• Together with the Director of Advancement Events, provide logistical and other support for a select range of public, education, and other institutional programs, including monthly Phillips after 5 programs, with duties that may include: selecting entertainment, caterers, purchasing supplies, coordinating volunteers and staff, and working with the interdepartmental planning and security teams.

General Administrative

• Support invitation list management, produce check-in lists, and record responses and attendance in both Altru and Excel.
• Supervise the development and implementation of the production timeline, design, proofing, printing, and mailing of event collateral and signage.
• Manage and organize supply needs for internal Advancement events such as beverages, paper products and supporting equipment and supplies.
• Ensure timely event follow-up: briefings, thank you letters, invoicing, and dissemination of client information for cultivation purposes.
• Network with outside vendors and promotional organizations.
• Perform other events-related duties as assigned.

REQUIRED QUALIFICATIONS:

• 3-5 years of experience in related events, sales, and/or hospitality.
• Ability to prioritize and multi-task in fast-paced environment and remain calm in high pressure situations.
• Extraordinary attention to detail.
• Creative, energetic, positive, and goal oriented.
• Maturity, confidence, and presence to work effectively with donors, senior executives, vendors, volunteers, museum Trustees, and staff on all levels.
• Excellent communication skills.
• Knowledge of software including Microsoft Office Suite – Word, Excel, and Outlook.
• Ability to work additional hours: early mornings, late evenings and weekends as needed for external and internal events.
• Ability to maintain confidentiality and use discretion when handling sensitive and confidential situations.
• Knowledge of special event protocol, etiquette, and catering.
• Ability to move furniture and items up to 50 lbs. as needed, with or without assistance.
• Ability to stand for extended periods of time.

PREFERRED QUALIFICATIONS:

• BA/BS strongly preferred.
• Management experience with a demonstrated ability to supervise staff and delegate efficiently.
• Knowledge of software including: Altru, and Special Event Software – Canva, BaseCamp, Social Tables preferred.
• An appreciation of the visual arts.

Please include a cover letter with your application. The closing date for this position is February 16, 2024.

The Phillips Collection is an equal opportunity employer and we value diversity. We do not discriminate on the basis of race, color, religion, creed, sex, sexual orientation, pregnancy, childbirth or related medical conditions, national origin, age, physical or mental disability, genetic disposition or carrier status, marital status, veteran status, personal appearance, gender identity or expression, family responsibilities, matriculation, political affiliation, or any other category protected under applicable federal, state, or local law.