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About the Role

The Director of Special Events is responsible for the programmatic and budgetary success of the Museum’s site-wide, large-audience special programs and for supporting smaller-scale programs across the Museum.

Responsibilities

• Manage the full planning and execution process for approximately 16 large-scale events from inception to delivery and debrief.
• Oversee cross-departmental program coordination and development, resource and budget management, contracting, staffing, volunteer management, day-of support, clean-up, and evaluation.
• Direct two guided holiday-themed tours, including script writing, auditions and casting, logistics, set-up, rehearsals, and program delivery.
• Directly supervise the special events team of one manager and one part-time, seasonal assistant, scheduling regular check-ins.
• Lead the Museum’s annual calendaring process, planning 12–18 months in advance.
• Develop and steward relationships with outside event and program partners, including vendors and contracted performers.
• Support departmental events as needed across the Museum, providing guidance in planning and contracting.
• Develop, monitor, and work within budget for both revenue and expenses for each event.
• Ensure all event vendors and other expenses are paid in a timely manner, and grants are properly spent and coded.
• Maintain and manage project management software (Smartsheet) for tracking vendors, performers, and communicating needs.
• Facilitate collaboration among colleagues from all departments throughout the special event process.
• Provide Visitor Services, Marketing, and Development teams with clear, accurate event information for ticketing, public relations, marketing, and social media.
• Prepare engaging talking points and activity descriptions to maximize ticket sales and attendance.
• Work alongside Development to ensure all sponsors receive agreed-upon benefits and hospitality.
• Stay attuned to Interpretation, Gallery, and Nature Center projects to improve how special events highlight Museum assets.
• Assist with food service, programming, and set up/tear down of large-scale events as needed.

Requirements

• Minimum of 3 years of Event Planning experience required.
• Bachelor's degree; work experience will be considered in lieu of degree if aligned with Museum's mission and job skillset.
• Highly organized, collaborative, and independent with demonstrated ability to set and meet deadlines with attention to accuracy and detail.
• Ability to creatively problem-solve or pivot when necessary.
• Experience managing budgets, multiple priorities, and work plans with varying timetables.
• Experience integrating differing, sometimes competing ideas and activities.
• Successful track record of supervising staff and/or managing volunteers.
• Demonstrated ability to work with individuals of varying cultural backgrounds, identities, ages, and abilities.
• Exceptional verbal and written communication skills.
• Demonstrated ability to give presentations to diverse groups of people of all ages both in-person and on-line.
• Expertise in MS Office suite of programs and project management software.
• Must possess a valid state-issued driver’s license.
• Ability to travel as needed and drive Museum vehicles.
• Ability to work outdoors in varying weather conditions.
• Ability to perform tasks requiring lifting up to 20 lbs., standing for up to 90 minutes, and walking up to 1 mile.

Skills

• Event Planning
• Budget Management
• Staff Supervision
• Volunteer Management
• Project Management
• Vendor Management
• Contracting
• Cross-departmental Coordination
• Communication Skills
• Presentation Skills
• MS Office Suite
• Smartsheet

Location

• New York

Work Type

• Full-time
• Year-round

Experience Level

• Director

Education Level

• Bachelor's degree

Salary/Compensations

• $24 – $26/hour

Benefits

• Medical
• Dental
• Vision
• Life Insurance
• NYS Disability
• Supplemental Disability
• Vacation
• Personal time
• Floating Holidays
• Accrued NYS Sick Leave
• Employee assistance program
• Yearly family level membership to GCV&M

About the Company

• Genesee Country Village & Museum is the largest living history museum in New York and the third largest in the country.
• The Museum opened in 1976 and includes 68 buildings in Historic Village, the Genesee Country Nature Center with 5 miles of trails, and the John L. Wehle Gallery collection of wildlife and sporting art and 19th-century clothing.
• Museums have a vital role to play as community anchors—spaces where history, culture, and identity are preserved, celebrated, and made accessible to all.
• To truly fulfill this mission, museums must build intentional, ongoing relationships with the communities they serve—especially those historically underrepresented.
• Genesee Country Village & Museum is actively committed to expanding our interpretation and exhibits to include voices and perspectives frequently underrepresented in museum collections, the telling of history, and outdoor spaces.
• Guided by our mission, values, and inclusive culture of curiosity, we strive to ensure that all visitors, volunteers, and employees feel safe, welcomed, and celebrated throughout their museum experiences.

Equal Opportunity

• Genesee Country Village & Museum is committed to a policy of Equal Employment Opportunity with respect to all employees, applicants, and interns for employment.
• We recruit, hire, train, and promote without discrimination due to race, color, sex, age, disability, religion, citizenship, national origin, military or veteran status, marital status, gender identity and expression, sexual orientation, and any other status protected by applicable federal, state, or local law.