Hybrid Associate Manager, Events en Tulsa Community Foundation

Description

About the American Song Archives:

The American Song Archives manages the Bob Dylan Center® and the Woody Guthrie Center® in Tulsa, Oklahoma. These centers house the archives of Bob Dylan, Woody Guthrie, Phil Ochs, Tom Paxton, Cynthia Gooding and many others.

The Woody Guthrie Center celebrates the life, music, and artistry of the influential folk musician while seeking to ignite a passion for social change and foster a world where the values of justice, equality, and compassion prevail. The center honors Guthrie’s life and legacy by educating visitors, teachers, students and scholars about his relevance today and his important role in American history through on-site programming, classroom materials, youth music programs, artist-in-residence programs, school outreach, internships, fellowship opportunities and the Woody Guthrie Archives.

The Bob Dylan Center inspires and celebrates fearless creativity by exploring the music and artistry of the Nobel Prize–winning singer-songwriter as a catalyst for personal expression and cultural change. While the center is anchored by a permanent exhibit on the life and work of Bob Dylan, it also offers additional exhibits, public programs, performances, lectures and publications, through which it aims to foster a conversation about the role of creativity in our lives.

Position Purpose:

The Associate Manager, Events stages programs and events to engage diverse communities in the stories of Woody Guthrie and Bob Dylan, their influences and legacies. Reporting to the Senior Director of Development & Finance and collaborating closely with the Events Manager, the Associate Manager of Events position requires a highly organized, creative, detail-oriented and motivated person to facilitate events, develop event timelines and production details, and collaborate on event and program planning, revenue generation, production and sponsorships.

Events include concerts, fundraisers, members-only exhibit openings and programs, panels, venue rentals and film screenings. The position deals with a wide range of responsibilities that include creating event timelines; developing vendor relationships; communicating with event attendees and donors; marketing; coordinating event logistics; and other tasks as necessary for event production.

Essential Duties:

• In collaboration with the Senior Director of Development & Finance and the Events Manager, develop an integrated Events plan to advance the missions of the Woody Guthrie Center and Bob Dylan Center
• Determine programs to fit within exhibition plan and meet fundraising and program revenue goals
• Determine best practices for assigned events: staffing, platform, space, pricing, etc.
• Manage and execute on all details and timelines related to assigned Woody Guthrie Center and Bob Dylan Center events and programs, virtual or in person
• Develop and maintain event timelines and coordinate production details such as load- in/load-out schedules, setup times and vendor preparations
• Create/revise room layouts/seating arrangements for each event as necessary
• Negotiate costs and services with vendors, book event space, arrange food and beverage, order supplies/decorations and collaborate on staffing/operation
• Work closely with Database Manager and front-of-house team on ticket distribution, staffing needs and seating for assigned events
• Organize and collaborate with the External Affairs team on event concept, graphic design/production/printing and event marketing via website, newsletter, social media, press releases, flyers/posters and signage
• Prepare event materials such as signage, programs, guest lists and donor/sponsor recognition materials.
• Organize and manage the invitation, registration and attendee communications before and during check-in processes for in-person and virtual events
• Provide detailed breakdown of event flow and roles/responsibilities to key staff members
• Supervise event setup, ensuring alignment with event design, décor and seating arrangements; and manage the on-site registration and guest check-in process
• Provide concierge services for VIP guests (e.g., donors; board members), including special requests such as transportation and seating preferences
• Serve as a point of contact for vendors and staff during event day including oversight of load-in and load-out, troubleshooting, and ensuring technical equipment is properly set up
• Collaborate with Events Manager regarding on-site production and clean-up for events
• Proactively address issues that arise during the event (e.g., seating adjustments, guest list changes, catering issues, etc.)
• Coordinate logistics for shipping supplies and staff travel to event locations
• Follow up and debrief with vendors, sponsors and staff members following each event
• Compile post-event feedback and materials, including thank you notes, event summaries and performance reports for senior leadership
• Collaborate with Database Manager to ensure that all event data is properly entered into Tessitura CRM, including attendance records, sponsorship deliverables and donor participation
• In collaboration with the Senior Director of Development & Finance, enhance the operational budget of American Song Archives via sponsorships and program-related revenue
• Work with Senior Director of Development & Finance and Events Manager to create event sponsorship packages, solicit and secure sponsorships
• Coordinate with the Development team on program-related funding opportunities and the planning and execution of fundraising/member events
• Assist with preparing budgets and provide periodic progress reports to Events Manager for each event project
• Track event expenses, monitor budget adherence, and collaborate with the Accounting Clerk to process invoices and payments in a timely manner
• Other duties as assigned

REQUIREMENTS & QUALIFICATION

Education and Experience

• B.A. or B.S. from an accredited university or similar experience required
• 2+ years prior experience coordinating small to large special events and programs
• Understanding of operational support and technical production for virtual and in-person programs and events
• Proven track record of generating revenue from events
• Experience in managing vendor relationships
• Experience managing volunteers preferred
• Proven track record in budget management and negotiation
• Understanding of and experience in fundraising/Development

Skills and Abilities

• Must be detail and goal oriented, with exceptional time management and strong organizational skills in order to manage a continuous workflow of a high volume, multi-tasking environment
• Must maintain calm under pressure, leading multiple projects in a fast-paced and changing environment
• Excellent interpersonal skills with a high degree of professionalism
• Fantastic customer service ethic and high expectations for quality
• Must be energetic, articulate and possess strong interpersonal skills
• Ability to exercise a strong presence to convene groups, shape dialogues, and develop and manage productive relationships at all levels
• Excellent analytical skills and proficiency in computer technology
• Demonstrated ability to work effectively in a collaborative team environment with a dynamic range of people and provide support for other staff members
• Work successfully in groups and independently under deadlines and quick turnarounds on assignments
• Ability to maintain strict confidentiality and to handle highly confidential material with discretion
• Proficiency with Microsoft Office Products, including Word, Excel, Outlook, Teams, and PowerPoint; Tessitura or similar donor database (can be trained)

Hours and Location

• Expected work hours are 8:00 a.m. – 5:00 p.m., Monday – Friday. This schedule will be adjusted as needed due to events and concerts where the Associate Manager, Events is expected to be in attendance
• Work on nights and weekends (events, rentals and concerts) is common and required
• Ability to work within a flexible work schedule when necessary for special events, programs and exhibit openings
• Consistent and reliable transportation to and from work-related activities must be available
• Travel required (less than 25% of time)

Physical Requirements

• Ability to lift up to 60 pounds
• Stand and walk for extended periods of time