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Private Events Manager - BHS

Private Events Manager - Brooklyn Historical Society

Brooklyn Historical Society (BHS) has an immediate opening for an energetic self-starter to join the BHS’s Event Team as a Private Events Coordinator for BHS Space Rental Program. Responsibilities include assisting the Private Events Manager with BHS’s space rental program (meetings, film shoots, weddings and other events), This is a full-time position that requires weekday, weekend and evening availability based on the event schedule.

Responsibilities will include:

Oversee External Space Rentals (50%):

  • Execute project plan for each special event related to timeline and logistics.

  • Enforce policies as outlined in the contract and BHS Rental Guidelines.

  • Serve as primary point of contact for Brooklyn Historical Society event staff.

  • Serve as primary operations/facilities contact for all vendors during events. Maintain efficient event record-keeping systems including Private Event Venue Checklist, and track all BHS facilities equipment including AV equipment (cords, projector, iPad and laptop), tables, chairs and linens.

  • Conduct final walk through of venue with lead event contact and/or caterer prior to their departure, assuring venue has been properly broken down.

Sales and Administrative Support (30%):

  • Respond to requests from the public and BHS supporters for space rentals at BHS Pierrepont and BHS DUMBO, such as corporate events, weddings/celebrations, film shoots, and other events.

  • Book and oversee space rentals, including preparing contracts, coordinating staffing and developing a comprehensive logistics plan.

  • Organize event staff meetings with Private Events Manager when necessary.

  • Attend event logistics walk through with Private Events Manager, Client and/or Caterer at least one week prior to event.

  • Facilitate Venue Tours with clients and external vendors.

Visitor Services Support (20%):

  • Oversee front desk operations, including; open/close the building, reconcile daily sales and cash box, manage security and maintenance staff, troubleshoot building or technology issues.

  • Communicate with facilities staff regarding any maintenance needs.

  • All other tasks as assigned.

Requirements:

  • Meticulous attention to detail

  • Ability to work collaboratively multiple departments

  • Excellent communication, organizational, and interpersonal skills

  • Must be comfortable in social settings and able to engage with external clients and vendors

  • Willing to work evenings and weekends as required

  • Position will require standing, bending/kneeling, lifting, and carrying up to 30lbs

Preferred Skills:

  • At least two years’ event experience required, including managing staff and working with vendors (such as caterers, A/V staff, and related rental companies)

  • Experience using event-management and communications tools

Qualifications:

The ideal candidate will be highly motivated, extremely well-organized, collegial, able to function under pressure and handle numerous tasks simultaneously. They must be able to take initiative and work independently as well as function as a member of a team.

Hours and Compensation: This is a full-time position with paid vacation and benefits. Competitive salary and benefits based on experience. The salary range for this position is $46,000-$50,000.

To Apply: Please send resume and cover letter to Randi Burroughs, Private Events Manager, at apply@brooklynhistory.org. Subject line of the email should read: Private Events Coordinator [your last name]. No phone inquiries, please. Applications will be accepted until the position is filled.

Brooklyn Historical Society is an Equal Employment Opportunity employer.

Brooklyn Historical Society is dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, the presence of any mental, physical, or sensory disability, sexual orientation, or any other basis prohibited by federal or state law.