Special Event Manager and SAMS Liaison

National Museum of Wildlife Art; Seattle (WA); On-site; USD 65,000 - 82,000; Full time

Job summary

Join a forward-thinking organization dedicated to wildlife art, where you'll coordinate exciting events and connect with passionate supporters. As the Special Event Manager, you'll play a pivotal role in planning and executing impactful fundraising events, fostering relationships with volunteers and donors, and ensuring each event is a memorable experience. This position offers a unique opportunity to work in a vibrant cultural environment, where your skills in project management and communication will shine. With a commitment to inclusivity and exceptional service, you'll help create meaningful experiences for all visitors while supporting the mission of the museum.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

403b Retirement Plan

Paid Time Off

Fitness Facility Access

Discounts at Museum Shop

Discounts at Cafe

Employee Assistance Program

Subsidized Orca Card

Qualifications

• 4 years’ experience in event planning and execution in a non-profit environment.
• Proven success in building strong relationships with stakeholders.
• Ability to manage multiple projects and meet deadlines.

Responsibilities

• Coordinate and support benefit and stewardship events.
• Manage the SAMS volunteer committee and act as their primary liaison.
• Contribute to delivering exceptional customer service.

Skills

Event Planning

Communication Skills

Project Management

Budget Management

Relationship Building

Problem Solving

Time Management

Education

Bachelor’s degree in liberal arts, marketing, arts, or business administration

Tools

Microsoft Office Suite

Zoom

Asana

Slack

Tessitura

Momentus

Job description

Accepting and reviewing applications on a rolling basis

ROLE SUMMARY: SAM's Special Event Manager and SAMS Liaison coordinates events and projects, and serves as the liaison to the Seattle Art Museum Supporters (SAMS).

FLSA STATUS: Exempt
REPORTS TO: Director of Special Events
COMPENSATION: $65,000 - $82,000
WORK SCHEDULE: This role is typically scheduled to work business hours Monday - Friday. However, the needs of this role requires a willingness to work a flexible schedule in support of the department or organization as directed by your supervisor.

BENEFITS: Full Time SAM Staff are eligible to enroll in medical (through Kaiser), dental (through Delta Dental of WA), vision (through Vision Service Pan), and basic life insurance/LTD/AD&D (through LifeMap), as well as a Flexible Spending Account (through Navia Benefit Solutions). FT Staff also have the option to elect Short Term Disability or Supplemental Dental Insurance (through Aflac). FT Staff can participate in SAM’s 403b retirement plan, and begin receiving a guaranteed 3% employer contribution following 1 year & 1,000 hours worked. FT Staff have access to paid time off for vacation, sick leave, bereavement leave, and jury duty per accrual and pro-rated schedules. SAM observes 12 holidays each year, and offers FT Staff 1 paid floating holiday of their choice. FT Staff can opt into a 50% subsidized unlimited Orca card. FT Staff also receive a Patron level membership to SAM, and a Tier III membership to the American Alliance of Museums, as well as access to an onsite fitness facility, SAM’s museum library, a no-cost Employee Assistance Program resource, a 20% discount at the SAM Museum Shop and a 15% discount at SAM’s MARKET cafe, and 8 Home Free Guarantee cab rides home per year.

KEY RESPONSIBILITIES:

Events - 55%

Partner to establish short- and long-term goals and strategies to produce events and projects
Schedule, coordinate, and support benefit and stewardship events as directed
Assist in developing timelines, agendas, budgets, and event logistics for all assigned events
Manage all event-related database duties for special events
Work with Board and volunteer committees and museum staff, to conceptualize, develop, and manage events
Coordinate and monitor event attendance, including reservations, acknowledgement letters, and seating
Support SAM’s travel program as directed
Attend and support all assigned events
Research and coordinate vendors, professional services, and logistics for events as assigned
Support board meetings and annual board retreat dinner logistics
Create agendas and materials for event committee meetings
Assist with management of department events calendar
Advance and on-site coordination of SAM event volunteers
Manage event marketing initiatives and guest communications
Manage event expense budget and tracking

SAMS - 40%

Manage the SAMS volunteer committee and act as their primary liaison with the museum
Represent the museum and attend off-site SAMS Executive Committee and General Membership monthly meetings
In coordination with the SAMS Committee, coordinate the SAMS annual fundraising and programming events, including the Fall Fundraiser, Annual Luncheon, Holiday Luncheon, and Spring Fundraiser
Keep the SAMS Committee updated on SAM programs, exhibitions, and events
Facilitate SAMS cross-functional needs
Steward individual SAMS members to deepen engagement

Other - 5%

Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service—creating positive, meaningful experiences for all visitors, every time
Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s work

WE'RE LOOKING FOR:

Required Qualifications

Bachelor’s degree in liberal arts, marketing, arts, business administration, or equivalent combination of education and experience
4 years’ experience as in event planning and execution in a non-profit fundraising environment
Experience providing work direction to volunteers and staff
Knowledge of events best practices, and the ability to deliver superior events
Proven success in building strong and lasting relationships
Knowledge of project budgeting development and monitoring
Demonstrated ability to establish and maintain effective relationships with Board members, donors, executives, management, employees, and supporters
Proactive, strategic, and professional verbal and written communication, with an ability to tailor communications according to audience
Ability to motivate teams and simultaneously manage several projects
Successfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skills
Exercise discretion in maintaining confidentiality of sensitive information
Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
Ability to learn the museum’s event software and CRM software tools
Ability to pass and maintain security background check clearance

Preferred Qualifications

Knowledge of the local events community
Proficiency with Tessitura
Proficiency with Momentus software