Special Events Associate (TS)

The Shed; New York (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

The Shed seeks a Special Events Associate to plan, execute, and manage internal events, with a focus on internal events and coordination for external rental and development activities. The role requires close communication across departments and meticulous attention to detail.

The ideal candidate brings event planning experience, client management familiarity in New York City's events landscape, and a proactive, collaborative approach to nonprofit cultural programming.

Qualifications

• Bachelor’s Degree required.
• One to two years relevant experience in administrative support and/or event coordination, preferably in an arts institution or gallery.
• Excellent organizational, oral, written, analytical, interpersonal, and communication skills with meticulous attention to detail.
• Diplomatic and culturally astute; adept at conflict resolution.
• Creative thinker, adaptable to a fast-paced, collaborative environment.
• Experience with Tessitura is a plus.

Responsibilities

• Support the Director in long-term planning of internal events and opening events, on-site and off-site.
• Plan, execute, and manage ongoing internal events and membership events under guidance.
• Coordinate logistics including load-in/load-out, vendor walkthroughs, and signage, liaising with production.
• Maintain the Special Events database (Tessitura, Artifax) and calendar to avoid conflicts.
• Manage guest lists, invitations, RSVPs, and post-event follow-ups.
• Support Rental Program and coordinate with rental clients; respond to inquiries and conduct walk-throughs.

Skills

Administrative support

Event coordination

Budgeting

Vendor coordination

Excel

Google Suite

Tessitura

Artifax

Zkipster

Communication skills

Education

Bachelor’s Degree

Tools

Tessitura

Artifax

Zkipster

Job description

The Shed commissions original works of art, across all disciplines, for all audiences. From hip hop to classical music, painting and sculpture to literature, film to theater and dance, The Shed brings together leading and emerging artists and thinkers from all disciplines under one roof. The building—a remarkable movable structure designed by Diller Scofidio + Renfro in collaboration with Rockwell Group—physically transforms to support artists' most ambitious ideas. Committed to nurturing artistic invention and bringing creative experiences to the broadest possible audiences, The Shed, led by Artistic Director and CEO Alex Poots, is a 21st-century space of and for New York City.

About the Position

The Shed seeks a Special Events Associate to plan, execute, and manage internal events, and assist with the coordination of any other activities reasonably related to external rental events and development events. This position will have a specific focus on The Shed’s Internal Events.

The Special Events Associate is also responsible for various aspects of event coordination including maintaining guest lists, calendar updates, and vendor coordination, as well as other logistics.

It is vital that the associate remains in constant communication with Shed staff to ensure that events are on the internal calendar system, and manages coordination across departments.

The ideal candidate has a track record of success in event planning and/or client management and must have familiarity with the landscape of the New York City events industry, including an understanding of venue management, vendor coordination, budgeting, and operational protocol for planning and producing events. Other qualities for a successful candidate include a meticulous attention to detail and an interest in event planning within the non-profit cultural sector.

Key responsibilities include, but are not limited to

• Support the Director in long-term planning of all internal events execution of all and opening events (on-site at The Shed and off-site) including cultivation events, stewardship activities, VIP access opportunities, fundraising occasions, galas and parties
• Plan, execute, and manage ongoing events inclusive of The Shed’s internal events such as programming opening events, larger-scale membership events, and any ancillary program-related events under the guidance of the Director of Special Events and Special Events Managers.
• Coordinate event logistics including load-in, load-out, vendor walkthroughs, digital signage, and liaises with production manager for rental events.
• Maintain the Special Events department database through Tessitura and The Shed’s institutional calendar, Artifax, with all non-program related entries; work closely across the organization to determine potential conflicts in the calendar
• Manage guest list creation via Tessitura and Google Docs, oversee list management, list routing to departments and senior staff, invitation mailings, RSVPs, updating event managers, and producing final guest lists and follow-ups for all internal events.
• Support the department with The Shed’s Rental Program and project manages rental clients
• Respond to multiple rental inquiries on a daily basis, conduct walk-throughs with rental clients and prospects
• Order and schedule vendors such as caterers, florists, musicians, and coordinate logistics and deliveries for all internal special events
• Relay event details and invitation copy to Editorial and Design departments for invitation creation.
• Maintain inventory of Event-related supplies
• Draft operating schedules and coordinate internally and working closely with Visitor Experience, Engineering, Security, Operations, and Production teams
• Reconcile all internal events, processes payment orders, and track budgets
• Guide vendors on how and where to work in the space
• Manage and assign event staffing
• Perform any other duties reasonably related to the functions described above

Qualifications and Qualities

• Bachelor’s Degree required
• One to two years relevant experience providing administrative and/or customer support and event coordination or equivalent, preferably in an Arts Institution or Gallery
• Excellent organizational, oral, written, analytical, interpersonal, and communication skills with a meticulous attention to detail and highest quality execution in all situations
• Politically and culturally astute and diplomatic; perceptive in recognizing potential conflicts and deftness in conflict resolution
• A creative thinker and imaginative problem solver; agile, resilient, and responsive to shifts in both opportunities and obstacles
• Demonstrated ability to work as part of a highly collaborative and open-minded team
• Able to work comfortably and deftly in a fast-paced, start-up environment; handles multiple priorities and projects and can work independently
• Entrepreneurial mindset; persistently focused on strategic goals, yet able to see and act upon opportunities
• Sensitivity to confidential matters and must maintain the highest level of ethics and integrity
• Ability and willingness to work in flexible work schedule to accommodate business needs including select weekends and weeknights to accommodate the needs of the job
• Thrives under pressure
• Excellent computer skills necessary, including EXCEL, Word, Office and Google Platform, Artifax, Zkipster and experience with Tessitura is a plus

Compensation

Compensation will be commensurate with experience. Please provide salary requirements with your application.

Application Process

The Shed is an Equal Opportunity Employer, committed to the goal of building a culturally diverse staff, and strongly encourages applications from minority candidates.