Special Events Manager

Nyhistory; New York, Northern (NY, KY); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, vision and life ins.

Short and long-term disability

403(b) retirement plan

Flexible spending accounts

Employee Assistance Program

Store/Restaurant discount

Free museum admission

Job summary

The New York Historical is seeking a full-time Special Events Manager to lead rental events and donor gatherings. This client-facing role requires meticulous attention to event logistics, contracts, and communications, with a focus on maximizing client satisfaction while protecting museum interests.

The position is full-time with a 35-hour workweek and may require early/late hours, weekends, and travel to events.

Qualifications

• Bachelor’s degree or equivalent is required.
• Minimum 5 years in Event Operations, Production, Sales or Marketing; nonprofit or cultural org preferred.
• Proven ability to meet or exceed sales targets.
• Strong computer skills in Microsoft Office and Google Suite.
• Experience with floorplan software such as AllSeated, Photoshop, InDesign, or Canva is a plus.
• Excellent judgment, diplomacy, and client/vendor liaison skills.
• Outstanding organizational and time-management abilities.
• Ability to multi-task and resolve problems quickly.

Responsibilities

• Cultivates relationships with new and existing clients to generate inquiries.
• Prepares event proposals, contracts, and invoices with the events team.
• Hosts client and vendor site visits.
• Manages space availability across departments while prioritizing museum activities.
• Collaborates on marketing strategies for e-blasts, listings, ads and partnerships.
• Liaises with caterers for proposals, tastings and floor plans.
• Oversees all vendors and event setup, load-in/out, and adherence to guidelines.
• Coordinates internal calendars and bookings for internal and external events.
• Supports development events like fundraisers and openings.

Skills

Client relations

Communication skills

Time management

Diplomacy

Sales target attainment

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Google Suite

AllSeated

Photoshop

InDesign

Canva

Job description

New York’s first museum, The New York Historical is a leading cultural institution documenting over 400 years of American history through a peerless collection of art, documents, and artifacts. Our offerings span groundbreaking exhibitions; acclaimed educational programs for teachers and students nationwide; and thought-provoking conversations among leading scholars, journalists, and thinkers about the past, present, and future of the American experiment. The New York Historical is a museum of museums and a collection of collections. We are home to the Patricia D. Klingenstein Library, the Center for Women’s History, the Reiss Family Graduate Institute for Constitutional History, the Dorothy Tapper Goldman Center for Teaching Democracy, the DiMenna Children’s History Museum, and the future American LGBTQ+ Museum. We elevate the perspectives and scholarship that define the United States’ democratic heritage and challenge us all to shape our ongoing history for the better.

JOB SUMMARY

The New York Historical is looking for a full-time events professional to serve as our Special Events Manager. Reporting to the Director of Special Events, the Special Events Manager is a client-facing member of a team that plans and executes Museum rental events, as well as Special Events for New York Historical, such as high-level donor and membership events. The ideal candidate should bring successful event rental sales experience, demonstrating a proven ability to meet or exceed target goals. Candidates must be meticulously detail-oriented in relation to event logistics and communications, and be able to address the client's needs with diplomacy, optimizing client satisfaction while also being mindful of the interests of New York Historical, its staff, its spaces and collections.

This is a full-time, exempt position with a base 35 hour per week schedule; however, this person will need to work early and/or late hours, long days, and on nights and weekends based on the events schedule.

ESSENTIAL JOB DUTIES

Special Event Sales and Marketing

• Cultivates relationships with new potential clients as well as strengthens relationships with existing clients to ensure steady, incoming inquiries;
• Prepares event proposals, and works with Special Events Assistant on contracts, and invoices for clients pre & post event;
• Hosts client and vendor site visits;
• Follows up with phone calls and e-mails related to event inquiries;
• Interacts with other New York Historical departments to determine the availability of spaces, considering all museum activity as a priority while thinking creatively about how to accommodate rental events;
• Collaborates with the Special Events team members on marketing strategies for e-blasts, venue listing sites, advertising, social media campaigns, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships.

Special Event Production

• Liaises with caterers on client proposals, tastings, and floor plans to ensure execution aligns with the client’s expectations;
• Oversees all vendors, with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines;
• Drafts internal set-up memos to Museum colleagues in an effort to communicate event details and staffing requirements;
• Works with the Special Events Senior Manager and Special Events Assistant on Master Calendar holds and bookings to ensure spaces are booked for internal and external events;
• Oversees events (mornings, nights and some weekends are required);
• Participates in the production of internal Development events, such as Annual Fundraisers, Cultivation Dinners, and Exhibition Openings, supporting the Director of Special Events.

REQUIREMENTS

• Bachelor’s degree or equivalent;
• A minimum of 5 years Event Operations, Production, Sales and Marketing experience; service industry, cultural organization or non-profit experience preferred;
• Proven ability to meet or exceed sales targets;
• Computer skills including Microsoft Office Suite and Google Suite. required;
• Floorplan software such as AllSeated, Photoshop, InDesign or Canva is a plus;
• Excellent judgment, to know when to ask for help, and come up with creative solutions when posing questions to resolve problems;
• Confidence to speak with clients and vendors with ease and authority;
• Ability to multi-task and problem solve;
• Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly;
• Strong organizational and time management skills with exceptional attention to detail;
• Excellent communication skills, both written and oral; ability to influence and engage a wide range of constituents and build long-term relationships;
• Relevant experience at museums, both on catering and museum side of hospitality a bonus;
• Commitment and enthusiasm for The New York Historical, its mission and its future.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.

Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily. Sedentary computer work is also required.

COMPENSATION & BENEFITS

The expected salary range for this position is $70,000 - $80,000. The successful candidate will be offered a salary within this range based on specific factors such as their individual qualifications, experience, and internal equity considerations.

The New York Historical provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:

• Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
• Medical, dental, vision and life insurance;
• Short and long-term disability coverage options;
• 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
• Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
• Employee Assistance Program for all employees and their families;
• 20% discount at the NYHistory Store, Café Clara and Clara restaurant, located within the Museum;
• Free admission to various museums and cultural institutions across the city.

THE New York Historical is an Equal Opportunity Employer.

The New York Historical is an Equal Opportunity Employer. Employment related decisions are made without discrimination based on any factor protected by law.

Applicants who are unable or limited in their ability to use our online application system may contact us at [e-mail] for assistance with requesting a reasonable accommodation.