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Special Events Manager, Crystal Bridges

Special Events Manager - Crystal Bridges Museum of American Art

Full Time

Position Overview: The Special Events Manager is responsible for the organizational design, implementation and supervision of the Special Events department. Responsibilities will include the sales coordination and management of facility rental and culinary events in support of the Museum’s mission and revenue objectives, as well as the coordination of internal events.   The Special Events Manager will lead a cross departmental event implementation team by designing and executing high quality systems and processes, managing event staff and event sales, departmental budgets, annual projections, and tracking systems. The person in this position will be an enthusiastic professional, work in collaboration with administrators, staff, volunteers and trustees, provide outstanding customer service, have a passion for special event management and have the ability to build relationships with internal and external customers. 

Principle Responsibilities (Essential Functions)
 Management

  • Develop sales goals in conjunction with the Director of Culinary Operations and a system to ensure said goals are met or exceeded.

  • Design, develop and implement policies and procedures for a high quality rental and catering program which will generate awareness and earned revenue for the organization. 

  • Develop and refine rental guidelines, rate structures and contracts.

  • Develop customer service guidelines and train staff as needed.

  • Oversee management of the Museum’s master calendar. 

  • Hire, schedule, and coach Special Events departmental staff.

  • Serve as principle point person to direct departmental activities and to resolve challenges. Oversee completion of proposals and return of contracts, work with rental parties on event plans and supervise event implementation.

  • Lead, collaborate, and interact with event implementation team including Culinary Services, Facilities, Security, Arts & Education, Marketing and Development. 

  • Establish, manage, and maintain event expense and income budgets.

  • Assist departments as needed in planning and coordinating internal events.

  • Ensure appropriate handling of confidential agreements and sensitive client information.

  • Maintain an efficient and positive work environment.

  • Serve as an ambassador for Crystal Bridges in the community.

Sales

  • Develop annual marketing and public relations plan for Special Events with assistance from the Museum Communications department.

  • Develop and refine promotional content for print and/or web.

  • Facilitate all documentation for private events (banquet event orders, rental agreements, event plans, invoices, etc.).

  • Develop customer call and pipeline reports.

  • Travel (using personal vehicle) on sales calls and/or book meetings with clients on site.

  • Organize, schedule and provide facility tours to perspective event customers.

  • Negotiate room and catering fees to mutual satisfaction of the Museum and clients.

  • Follow up with booked sales and ensure smooth client transition to other Special Event team members.

  • Manage and coordinate contract execution with clients.

  • Design and develop weekly/monthly sales goals and reporting systems reflecting progress towards annual sales budgets.

  • Monitor sales and utilization goals and report status to management on a monthly basis.

  • Evaluate quality of events via customer satisfaction surveys and respond according to feedback received.

  • Responsible for following up with clients post event to ensure customer satisfaction and collection of any unpaid billings. 

Minimum Qualifications

Education, Training and Traits:

  • Bachelor’s degree from an accredited institution of higher education.  

  • Experienced Microsoft Word, Excel and PowerPoint user.

  • Budget and/or financial management experience. 

  • Must be effective in fast-paced working environments with absolute deadlines.

  • Excellent communication, organizational and interpersonal skills required.

  • Ability to understand and maintain the highest levels of confidentiality and discretion.

  • Highest ethics as they relate to all aspects of museum practices

  • Belief in the Museum as a cause for social good and a positive, dynamic force for economic development.

Work Experience:

  • Minimum Four (4) years work experience in event planning, facility rental or related field.  Three (3) or more years of experience preferred in at least two of the following areas: event management, promotion management, group sales, marketing, and business management.

  • Minimum two (2) years supervisory experience managing an event or group tour department with proven track record of successfully working in a team environment.

In regard to education and experience, an equivalent combination of relevant education and/or experience will satisfy the minimum requirements. 

Licenses and Certifications:

  • Valid driver’s license

Skills and Abilities:

  • Exemplary verbal and listening skills and a demonstrated ability to communicate clearly and professionally.

  • Ability to work nights and weekends as required. 

  • Creativity and enthusiasm for promotions and event planning and management.

  • Excellent customer service skills and training.

  • Ability to prioritize and manage multiple projects simultaneously.

  • Self-directed, able to work independently and effectively.

  • Demonstrated organizational planning, problem-solving and collaboration skills.

  • Professional and persuasive sales communication skills, including negotiating skills.

  • Well organized with ability to prioritize and multitask.

  • Able to work in a busy and open office atmosphere.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: In the work environments described below, Position requires sitting at desk/workstation and utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others, walking, standing, lifting/carrying (up to 20 lbs). Vision abilities required by the job include close vision.  Ability to work 10 -12 hour work day and weekends when necessary to oversee scheduled events.

  • Work Environment:  Work will be performed in an office environment and in museum spaces as necessary. The noise level in the work environment is usually low to moderate. 

  • Schedule: Work requires nights and weekends and some travel. Schedule flexibility to meet customer needs is key.

Application and Additional Information

Application

To be considered for this position, please apply through this posting. Applications must be complete and include a resume and cover letter.

No phone calls please.

The successful candidate will be required to pass a routine background and consumer credit check and drug screen.

EQUAL OPPORTUNITY STATEMENT

Crystal Bridges is committed to creating an institution that reflects the diversity of our region and nation. We are especially mindful of those in our community impacted by inequity due to ability, language, class, age, gender, religion, sexuality, race and ethnicity, and are working diligently to address perceived and real barriers that keep anyone from fully experiencing the museum as a guest, volunteer, or employee. To achieve true reform, we must have a diverse, highly qualified team. Crystal Bridges is proud to be an equal opportunity employer, and is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

We actively encourage minority candidates to apply for this position.

Museum Overview:

Crystal Bridges is a museum of American Art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting and preserving outstanding works that illuminate the American heritage and artistic possibilities.

We are passionate about transforming lives through experiences that encourage the discovery of new ideas, expanded dreams and inspired actions.

As an employee at Crystal Bridges Museum of American Art, you will be empowered to think creatively, ask questions, and make suggestions to help move the institution forward. Apply.