Isabella Stewart Gardner Museum

25 Evans Way
Boston, MA 02115
www.gardnermuseum.org

Date Posted:
August 07, 2018

Region:
Eastern Massachusetts

Category:
Development/Fundraising

Type:
Full-Time

Development Events Associate

Description:
Description

Reporting to the Director of Corporate Engagement and Special Events and also working closely with the Director of Institutional Advancement and the rest of the Development Team, the Development Events Associate will coordinate and execute all development events. The Development Events Associate will oversee all: event production, event RSVPs, event budget, marketing and communications collateral.


Responsibilities

  • Working closely with the Director of Corporate Engagement and Special Events, oversee all development event planning and execution including the Annual Gala, and exhibition openings, cultivation and ticketed events. Work with development team members to determine event goals, strategies and audience development for all events.
  • Coordinate logistics for all events: A/V technicians, music department, curatorial, conservation, operations, security, facilities and visitor services to ensure the success of each event. Manage department calendar listings on EMS and distribute relevant information through operations meetings and work orders.
  • Coordinate externally with vendors related to events including: lighting, valet, florists, photographers and catering. Provide vendors with appropriate budget for services, negotiate quotes (as needed), communicate key event details.
  • Project manager for all Gala related planning: track and manage all donor follow-up, requests and payments to reach fundraising goals. Prepare and schedule co-chair meetings. Prepare and update all content for all event-related collateral. Set and manage production schedule.
  • Assist (as needed) the music department to coordinate logistics for all artists/performers and speakers for events.
  • Create staffing plans for all events and provide staff with detailed description of duties for the evening. Organize staff meetings to communicate to staff and volunteers all event details and goals.
  • Working with the Director of Corporate Engagement and Special Events, prepare agenda and materials for weekly event meeting; and manage event listings and mailing/communication calendars. Create event overviews for executive leadership, event committee and staff.
  • Content manager for all development collateral. Draft content, circulate for edits and work with marketing to ensure collateral is in line with event goals, branding and audience. Manage collateral schedules (content due, printing).
  • Collaborate with development systems, other departments (as needed) and mail house to coordinate mailings. Write event-related acknowledgements; track and report on event financials.
  • Track development event expenses in database and individual event budgets, maintain event binder, and submit invoices to finance department. Working closely with the Director of Prospect Management, Stewardship, and Operations to ensure that the event budget aligns with the department budget.
  • Provide staff lead on Development phone and Patron line coverage; oversee event RSVPs.
Qualifications:
  • BS/BA or equivalent;
  • 2-4 years of experience with development and/or special events
  • Superior organizational skills, attention to detail and ability to manage multiple tasks in a fast-paced environment;
  • Strong computer skills required, experience using Tessitura preferred;
  • Strong attention to detail and ability to handle confidential materials with discretion;
  • Strong customer service skills, sense of humor and overall flexibility important;
  • Stage or production management experience and/or arts administration a plus;
  • Willingness to work evenings and weekends required.
How To Apply:
Please submit an online application here: https://recruiting.paylocity.com/Recruiting/Jobs/Details/48524
Apply by:
August 31, 2018
About this Organization:
The Museum was the creation of Isabella Stewart Gardner (1840-1924) 'for the education and enjoyment of the public forever.' Since opening to the public in 1903, the Gardner has served as a center for ideas and life-long learning in its community - a tradition that is kept alive today through an array of interpretive, creative, educational, horticultural, artistic and scholarly programs.