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About the Role

The Special Events Coordinator provides critical administrative support for the Museum's Special Events activities and operations, supporting events for trustees, patrons, councils, members, and annual fundraisers. This role offers key support to the event rental business and works closely with the Senior Special Events Producer, assisting with events across the Museum’s new campus.

Responsibilities

• Prepares event proposals, and works with Senior Special Events Producer on contracts, and invoices for clients pre and post events.
• Hosts client and vendor site visits.
• Follows up with phone calls and e-mails related to event inquiries.
• Oversees events (mornings, nights, and some weekends are required).
• Supports vendor activity with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines.
• Assists with execution and production of patron dinners and donor receptions, Spring Gala, and special campaign events.
• Coordinates event invitations, guest lists, and RSVP lists, liaising with various Museum departments and external partners.
• Conducts prospect research for event rentals and potential vendors.
• Processes rental gifts and maintains accurate rental records in fundraising database.
• Assists in tracking rental event revenue and budgets.
• Track and share project timelines, calendars, check lists, work requests and memos to support interdepartmental communications.
• Works with the Special Events Producer on New Museum Master Calendar holds and bookings to ensure spaces are booked for internal and external events.
• Assures efficiency for internal and external event execution.
• Assists with logistics support for the Museum’s patron events and patron travel program, including coordination with venues and vendors; hotel, restaurant, and travel logistics; tracking and coordination of special requirements for guests and hosts; planning, confirmation and follow-up communications.
• Updates and maintains Special Events guidelines and training manuals with Senior Special Events Producer.

Requirements

• 40-hour work week, inclusive of weekends and evenings.
• Strong organizational skills.
• Excellent communication skills, both written and oral.
• Confidence to speak with clients and vendors with ease and authority.
• Ability to influence and engage a wide range of constituents and build relationships.
• Ability to multi-task and problem solve, while prioritizing museum policies, and chain of command.
• Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly.
• Must be able to carry 25 pounds.
• Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily.
• Sedentary computer work is also required.

Skills

• Microsoft Office
• Zskipster
• Tripleseat
• Raisers Edge or equivalent
• Asana
• ACME
• Project management systems

Work Type

• Full-Time

Experience Level

• 3-5 years of event and event-related experience
• At least 2 years’ experience working in event management, venue management or similar field with high-paced, high-level front facing customer service.

Education Level

• Bachelor's Degree is preferred.

Salary/Compensations

• $57,124.80

Benefits

• Medical
• Dental
• Vision
• Employee Assistance Program (EAP)
• Flexible Spending Account (FSA)
• Health Reimbursement Program through the Difference Card
• Commuter Benefits Program through the Difference Card
• Voluntary Short Term Disability Plan
• Long-Term Disability
• Life Insurance
• Retirement Plan
• Other voluntary benefits
• 15 days of paid time off
• 8 sick days off
• 13 holidays off

About the Company

• The New Museum's mission is simply 'New Art, New Ideas.' Founded in 1977 by curator Marcia Tucker with a bold vision of presenting contemporary culture in a critical and scholarly context, the New Museum has been a leader among contemporary art museums for over 40 years and is among the most respected internationally for its risk-taking curatorial program.
• The New Museum is a center for exhibitions, information, and documentation about living artists from around the world, focusing on emerging and under-recognized voices, and providing a platform for the artists who are defining our cultural moment.
• In 2007, the New Museum made history with the inauguration of its first permanent building at 235 Bowery designed by the Tokyo-based firm SANAA.
• Since that time, over 4 million have visited or attended programs and events, and the Museum has 155 exhibitions featuring over 600 artists from 60+ countries in our galleries, as well as over 1,200 public programs ranging from live performances, conferences, residencies, screening, after-school programs, and family days.
• For more information about the New Museum and its programs, please visit www.newmuseum.org.

Equal Opportunity

• The New Museum of Contemporary Art believes that all persons are entitled to Equal Employment Opportunity and we do not discriminate against our staff members or applicants for employment because of race, creed, color, religion, national origin, gender identity and expression, sex, age, disability, marital status, political affiliation, sexual orientation, genetic information, or veteran or citizenship status provided they are qualified and meet the requirements for the job.
• The New Museum provides reasonable accommodation to candidates with disabilities.
• As per New York State Guidelines, all candidates hired must be vaccinated with the COVID vaccine.