Special Events Manager

 

Special Events Manager

 

Reports to: Director of Development

Department: Development

Classification: Full-time

Compensation: starts at $54,000

 

Scope of Position

The Special Events Manager coordinates the details required to ensure private events run smoothly and successfully. They will provide excellent customer service to clients while making sure the Museum’s policies and procedures are intact during special events. The Special Events Manager provides ongoing support to the Director of Special Events & Volunteers by assisting as the liaison for clients, caterers, janitorial crew, vendors, and attendees during private special events to ensure the event runs smoothly and successfully. The Special Events Manager will also assist with Museum events such as, but not limited to Artful Evening, ARTSfair, and Preview Parties.

The ideal candidate will have two years of experience supervising or coordinating events onsite and be able to patiently and effectively deal with a variety of personalities and event concerns. We are looking for someone who is adaptable to meeting people where they are and able to tactfully handle a wide variety of situations effectively.

 

DUTIES

  • Act as BAM’s sales representative to potential clients, answer inquiries and conduct site visits.
  • Assist the Director of Special Events & Volunteers by coordinating private events such as private receptions, corporate meetings, parties, and
  • Collaborate with other departments to plan, coordinate, and manage private events.
  • Act as representative to clients to negotiate contracts, accommodate special event needs, and organize logistics with vendors.
  • Increase Special Events sales
  • Maintain a positive relationship with Exclusive Caterers and preferred vendors.
  • Collects 10% commission from Exclusive Caterers
  • In conjunction with the Director of Special Events promotes the museum’s facility rentals to potential clients.
  • Conduct outreach to partner with event booking companies to increase profit margins.
  • Research and present other venues’ rental fee structures and policies on an ongoing basis
  • Assist Director of Special Events & Volunteers onsite for Museum events, such as but not limited to: Preview Parties, Artful Evening, ARTSfair, and volunteer appreciation events.
  • Works closely with Facilities Manager, Museum Security, Curatorial, and other departments on logistics of all events.
  • Assist in maintaining the Museum calendar and monthly events schedule and keeps staff apprised of what is planned.
  • Assist in scheduling janitorial staffing, audiovisual, and onsite staffing for private events
  • Track income and monitor expenditures for private events
  • Track special event statistics and provide monthly sales reports
  • Maintains museum equipment such as wine glasses, water glasses, serving platters, linens, etc.

 

QUALIFICATIONS & SKILLS

  • Customer Service and interpersonal skills are required
  • Must be able to interact with a variety of people including volunteers, clients, caterers, vendors, contractors, staff, performers, and event attendees.
  • Highly organized, accurate, detail-oriented, and exceptional time management skills
  • Experience with onsite event management and demonstrated creative problem-solving skills.
  • Must be detail-oriented, highly organized, and able to work well under pressure.
  • Some work experience required, preferably in hospitality, special events, or in arts and culture. Strong initiative and ability to work independently or in a team.

 

ADDITIONAL SKILLS

  • We will consider various combinations of relevant experience and education in order to meet the minimum requirements.
  • Two years of work experience in event production, coordination, event management, and sales.
  • Must have Washington or other state driver’s license (or be eligible to obtain one upon arrival). 

 

WORKING CONDITIONS

Physical labor such as prolonged standing, walking, bending, and lifting 30 pounds or more may be required.

 

SCHEDULE & OTHER REQUIREMENTS

The work schedule for this position is flexible and involves evenings and weekends.

 

To Apply

To apply: please send cover letter and resume with the subject line, “Special Events Manager,” to hr@bellevuearts.org. Applicants will receive an automated response. Candidates whose qualifications and background are of interest will be contacted directly.

Bellevue Arts Museum provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Bellevue Arts Museum complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

For further information about the Museum, visit bellevuearts.org