Special Events Manager (The Shed)

The Shed; New York (NY); On-site; USD 70,000 - 105,000; Full time

Job summary

The Shed is seeking a Special Events Manager to lead the strategic development of its events calendar, overseeing internal events, fundraisers, and corporate opportunities. The role focuses on donor cultivation, stewardship, and membership activities while delivering high-impact, revenue-generating occasions at The Shed and related off-site venues.

Ideal candidates will have 3–4 years in cultural institutions, strong budgeting and vendor coordination skills, and a track record of delivering

Qualifications

• Bachelor's Degree required.
• Three to four years of experience in a Special Events team within a cultural institution, performing arts facility, museum or arts organization.
• Successful execution of major fundraising events that met or exceeded revenue goals while maintaining expense budgets.
• Prior experience leading the planning and execution of all event types including openings, galas, dinners and meetings.
• Experience collaborating with volunteer and Board leadership to plan and execute events.

Responsibilities

• Support the Director of Special Events in the execution of all events related to cultivation, stewardship activities, VIP access opportunities, fundraising occasions, galas and parties, corporate clients and partners and select rental opportunities.
• Collaborate with the CDO and COO to build committees and support for key events.
• Maintain positive relationships with vendors and represent The Shed.
• Develop revenue and expense budgets for each event and for the department.
• Schedule site visits, write work orders, manage vendors, and coordinate deliveries.
• Negotiate estimates and contracts with clients and vendors.
• Oversee vendor scheduling for caterers, florists, musicians, and event logistics.
• Prepare schedules and ensure alignment with Security, Operations, Visitor Experience, and Production.
• Organize meetings, agendas, and run of show details.
• Assist with fundraiser preparations including invitation planning and seating.
• Guide vendors on space usage and manage event staffing.

Skills

Special Events experience

Budgeting

Vendor coordination

Negotiation

Project management

Donor relations

Education

Bachelor's Degree

Tools

Excel

Microsoft Office

Google Workspace

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 Manager who will be a part of The Shed’s special events team and lead in strategic development of The Shed’s institutional events calendar and the management and planning of event related to corporate partners, membership and high-level event opportunities.

Key responsibilities include: management of internal events, fundraisers, and selected external rental opportunities, planning and executing of fundraising and corporate events, donor cultivation, stewardship opportunities and membership activities for The Shed. This role will be responsible for creating meaningful and impactful events that hit fundraising targets for each event, will foster strong donor relations, contribute to the stewardship and cultivation of donors, and raise awareness of The Shed’s mission and programs.

Lead in the creation and execution of all Shed events (on-site at The Shed and off-site but related to The Shed) including managing and coordination of cultivation events, stewardship and VIP access opportunities, fundraising occasions, high level membership opportunities, corporate sponsor and partner fulfilment events and rentals, galas, and parties

The ideal candidate has a track record of success in event planning and fundraising. They 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. Experience planning events within a cultural venue is required. The ideal candidate has a proven track record of planning and executing high-visibility, nuanced events, and successfully managing multiple projects at once.

We seek a manager with proven capability of leading by example and a person who thrives in a "hands on," fast-paced, and entrepreneurial work environment. Success requires a self-starter who has in depth experience both in event management and customer service.

Key responsibilities include, but are not limited to

• Support the Director of Special Events in the execution of all events related to cultivation, stewardship activities, VIP access opportunities, fundraising occasions, galas and parties, corporate clients and partners and select rental opportunities
• In collaboration with the CDO and COO, partner with key Board members and volunteers to build committees and support for key events
• Establish and maintain positive working relationships with all vendors and represent The Shed and all relevant parties
• Develop revenue and expense budgets for each event and for the Special Events department overall
• Day to day tasks may include but are not limited to identifying and scheduling development events, conducting walk-through's with clients, internal staff and vendors, writing work orders, ordering and managing vendors, scheduling deliveries, preparing estimates, and maintaining and tracking event payments, collecting deposits and final payments
• Negotiate estimates and contracts with clients and vendors
• Order and schedule vendors such as caterers, florists, musicians, and coordinate logistics and deliveries for all internal special events
• Write work orders and work closely in coordination with Security, Operations, Visitor Experience, and Production before, during and after events
• Organize site visits and meetings and creating meeting agendas
• Assist with fundraiser preparations such as invitation planning, arranging seating, assigning event hosts, run of show and operating schedules
• Guide vendors on how and where to work in the space
• Manage and assign event staffing

Qualifications and Qualities

• Bachelor's Degree required
• Three to four years of experience in a Special Events team within a cultural institution, performing arts facility, museum or arts organization
• Successful execution of major fundraising events that met or exceeded revenue goals while maintaining expense budgets
• Prior experience leading the planning and execution of all event types including event opening receptions, dinners, meetings, large scale galas, and small exclusive dinners
• Experience working collaboratively with volunteer and Board leadership to envision, plan, and execute successful events
• Meticulous attention to detail and highest quality execution in all situations
• Ability to multi-task, work well under pressure, and in a fast-paced environment is required
• Must have demonstrated strong negotiating, problem solving and analytical skills
• Ability to introduce innovative ideas, implement them and make sure they are maintained
• Must be able to meet deadlines, work under pressure, make "time sensitive" decisions and be able to work both independently and within The Shed team environment
• Must maintain the highest level of ethics and integrity
• Excellent computer skills necessary, including Excel, Word, Office and Google Platform. Efficient in creating and analyzing spreadsheets and preparing financial analysis and recommendations
• Ability to communicate efficiently and effectively with employees, management, clients, and vendors as necessary
• Able to work flexible work schedule to accommodate business needs
• Demonstrated ability to work collaboratively as part of a highly motivated, energetic team

Compensation

Compensation will be commensurate with experience.

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