Associate Manager, Special Events

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Quick Summary

Key Responsibilities

Duties may include, but are not limited to, the following: Coordinate the museum’s master calendar of on-site events in the Artifax platform.

Requirements Summary

1-2 years of Special Event and/or event production experience required, with a focus on the arts preferred. Ability to maintain the highest level of confidentiality.

Technical Tools

OtherAssociate

We are Guggenheim, a global constellation of museums unlike any other in the world. Four museums on three continents, united by the power of groundbreaking art to connect us to ourselves and to each other. Since our founding in 1937, the Guggenheim has introduced, celebrated and brought to the public the newest voices and visions in modern and contemporary art. When Solomon R. Guggenheim and Hilla Rebay set out to share the joy they first experienced in discovering experimental art, they initiated the creative risk-taking that is today synonymous with “Guggenheim” throughout the world. Across the globe, each Guggenheim stands not just as a backdrop for visionary art but as masterpieces in and of themselves to experience.

SUMMARY OF POSITION:
Working independently, under the guidance of the Associate Director of Special Events, the Associate Manager of Special Events will provide managerial support in the administrative development and on-site coordination of special events, including fundraisers, exhibition openings, and cultivation events. The Associate Manager of Special Events will oversee the Advancement Department’s calendar of event bookings and briefings, in coordination with all building operations. They will also coordinate all usage of the department’s software platforms, including integrations with Artifax, Salesforce, and Zkipster to ensure departmental efficiency.

SKILL AND EXPERIENCE REQUIREMENTS:

1-2 years of Special Event and/or event production experience required, with a focus on the arts preferred.

Ability to maintain the highest level of confidentiality.

Excellent organizational and time management skills.
Ability to work onsite and maintain flexible hours, including evenings and overnights.
Excellent verbal and written communications skills, with strong attention to detail.
Flexibility and the ability to adapt to changing priorities.
Excellent attention to detail with ability to handle multiple projects in a fast-paced environment a must.
Ability to be proactive, use independent judgment and initiative.
Computer skills with knowledge of Microsoft Office Suite

KEY RESPONSIBILITIES:
Duties may include, but are not limited to, the following:

Coordinate the museum’s master calendar of on-site events in the Artifax platform. Produce event schedules and calendaring on behalf of the entire Advancement Department, in concert with Director’s office, Education, Public Programs, Theater, Exhibition Management, and Building Operations teams.
Lead the Artifax Operations Meeting, to strategize the museum’s short-term and long-term programming calendar requirements, implement process changes, and identify potential event dates.
In concert with Graphic Design and Editorial departments, manage the development of electronic invitations for internal events via the department’s online event software. Responsibilities include drafting HTML invitations and routing drafts to applicable SRGF departments for approvals.
In collaboration with Advancement Department and Curatorial Department, develop invitation lists for internal events, and facilitate campaigns via Salesforce.
Upload invitation lists, send invitations, track RSVPs, and distribute RSVP reports to applicable SRGF departments. Conduct email and phone follow-up to invited guests. Manage event ticketing and check-in arrivals for all events.
Provide critical administrative support of the Special Events department’s Salesforce usage for all fundraising events, working in close collaboration with IT and Advancement Operations to ensure event details are tracked efficiently. Troubleshoot, complete user test scenarios, and create training documentation for departmental reference.
Provide administrative and on-site support for the museum’s key fundraising events, including the Annual Gala, Celebration of Students, and YCC Party, in addition to exhibition opening events, and internal cultivation events.
Coordinate rentals of the Wright Restaurant by tracking production schedules, insurance approvals, gift processing, and invoicing for booked rental events.
Support production of the Digital Journal and printed materials for the Guggenheim Annual Gala, by coordinating Graphic Design communications, compiling leadership listings, facilitating outreach to event supporters, and circulating materials for final approvals.
In concert with the Associate Director of Special Events, support Board of Trustees meetings and dinners by coordinating briefing forms, conference dining orders, venue selection, and administrative seating.
In collaboration with Development Operations and Press, develop facebooks and shotlists needed for high profile internal events.
Liaise with key project stakeholders on an ongoing basis, including but not limited to a broad range of museum staff, including Security, Catering, Facilities, Curatorial and Visitor Experience, etc., to ensure museum guidelines are enforced onsite during setups, events and breakdowns.
In collaboration with the Senior Manager of Special Events, track internal event budgets and process all invoices and gift transactions.
Compile post-event data and migrate data reports into Salesforce. Research event trends and peer benchmarks to support increased revenue growth year-over-year.
Perform general administrative duties including maintaining the department email inboxes and department records and reference materials.

WORK DEMANDS and ENVIRONMENT:

Ability to travel within the metropolitan area as required to perform the above duties at any of the Guggenheim’s owned or leased properties upon request.
Occasionally work may be conducted outdoors, exposure to varied weather conditions.
Ability to work onsite and maintain flexible hours, including evenings, overnights, weekend hours, and holidays on occasion.
Ability to lift at least 25 lbs.

EDUCATION:

Bachelor’s Degree perfered

CERTIFICATES, LICENSES, REGISTRATIONS: N/A

REPORTS TO: Associate Director, Special Events

LOCATION: One Liberty Plaza, 24th Floor, New York, NY 10006 with regular travel to 1071 Fifth Avenue New York, NY 10128

WORK SCHEDULE: Hybrid eligible, and hours vary based on position

POSITION TYPE: Full-time, Non-Exempt, This position is covered by a Collective Bargaining Agreement with Local 2110 UAW

SALARY RANGE: $63,654 Annually

The Guggenheim is dedicating itself to creating paths that lead to a more inclusive and diverse institution. We encourage inquiries from applicants who will reflect the plurality of our culture and our global audience. The Guggenheim does not discriminate on the basis of age, race, creed, color, religion, marital status, gender identity and/or expression, sexual orientation, veteran status, national origin or disability status.

Department: Advancement
This is a full-time position