Event Specialist, Development bei Museum of Fine Arts, Houston (MFAH)

Title:                                      Event Specialist, Development

Reports To:                         Senior Development Officer, Special Events

Pay Type:                             Full-Time, Regular, Non-Exempt, 35 hrs/week

Salary:                                   Commensurate with Experience and Education

Benefits:                              Group Medical and Dental Insurance, Life and Long Term Disability, Insurance, Retirement Plan, Flexible Spending Plans, Paid Time Off, Reserve Time Off, Holiday Pay, Museum Membership and Discounts

Work Schedule:                Monday – Friday, 9am – 5pm, plus nights and weekends per the event schedule

Work Location:                 5100 Montrose, a non-smoking facility

• This position works at the direction of the Senior Development Officer, Special Events within the Special Events Department, Development.
• The Event Specialist, Development, manages VIP external events, manages an event coordinator and serves an invaluable support to the Development Special Events team that executes over 40 events a year.
• Duties include but are not limited to:
  • Execute VIP events for donors, including but not limited to Trustee, Leadership Circle individuals, Corporate Partners, and other museum VIPs
  • Manage the Event Coordinator, Development, by providing day-to-day guidance and delegating tasks
  • Provide on-site assistance with other Development events as needed, such as fundraising events, stewardship events, patron group events, etc.
  • Provide support and advice for fundraising events, patron group events, stewardship events as requested by the Senior Development Officer, Special Events
  • Co-manage Florescence, a large-scale and logistically complex fundraising event, including donor relations, event timeline coordination, and on-site event execution.
• Specific duties related to VIP events for donors to include but are not limited to:
  • Manage event production including the coordination of event details and logistics, task coordination and management, troubleshooting, and communicating with vendors, including but not limited to catering, photography, entertainment, décor, rentals, audio-visual, valet/HPD, etc., and outside event planners, as necessary
  • Manage client expectations and communications and represent the museum throughout the process with the utmost of decorum
  • Maintain a streamlined structure and process for external event planning
  • Manage the execution of event contracts, cost estimates and client and vendor invoices in a timely manner
  • Manage the creation and updating of event documents such as the timeline, BEO and diagrams
  • Work with the Special Events team to maintain printed materials that showcase event spaces for potential clients, as well as communicate Museum rules and pricing, etc.
  • Work with the clients and in-house bar service provider to create bar package for events
  • Actively manage and participate in meetings with clients, vendors, and internal museum departments
  • Assist the client with décor selections and recommendations, as needed
  • Actively work with key internal museum departments to ensure smooth functioning of events from inception to completion, including securing necessary permissions, submitting internal event paperwork, and keeping lines of communication open between relevant departments and vendors
  • Recommend and manage the flow of the event and the guest experience
  • Maintain donor relationships, before, during, and after an event
  • Manage load-in and load-out for vendors and clients
  • Communicate with internal departments during events as needed, including Security, Engineering & Facilities, Housekeeping, etc.
  • Provide on-site customer service and support for vendors and clients at the event
  • Coordinate “behind the scenes” activities during the event to ensure the event runs smoothly, including vendor communications and troubleshooting
  • Troubleshoot problems as they arise, both before, during, and after events, and bring issues to attention of the Senior Development Officer, Special Events, as necessary
  • Develop and maintain historical data and information for event analysis
  • General office assistance including fielding phone calls and miscellaneous errand running, as needed

Skills, Knowledge and Abilities:

• Meticulous attention to detail and follow-through with strong organizational skills.
• Must be highly motivated.
• Must be able to work independently but also within a close team environment.
• Must have a high level of energy with the ability to work under pressure, meet deadlines, achieve goals, prioritize tasks, memory recall, and manage multiple tasks while working within a budget.
• Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.
• Must have a high degree of creativity.
• Strong verbal and written communications skills.
• Commitment to routinely go above and beyond expectations.
• Sound judgment and decision making.
• Strong project management skills.
• Must be able to work nights and weekends, as needed.
• Word processing skills (Microsoft Word/Excel/Outlook).
• Experience with museum software systems (D365, EMS) ideal.

Education and Experience:

• Bachelor’s Degree required.
• Five or more years in event planning and implementation, with experience in fundraising or non-profit environment preferred.
• Proven track record in special events planning and implementation and/or project management.
• Experience providing programs of excellence and outstanding customer service.
• Experience working in an office and team environment required.

Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and to our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: [email protected]

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes YOU, then YOU are highly encouraged to apply.