Reporting to the Director of Corporate Engagement and Special Events, the Special Events Manager will provide project management and execution of all Development events. The Special Events Manager will oversee all scheduling, list management, print and digital event collateral and marketing, vendor management, event production, and budgets. The Special Events Manager is a key member of the Development team and is responsible for supporting the Museum’s fundraising and cultivation goals.
Salary Range: $60,000-70,000 depending on experience
• Manage all Development event planning and execution, including the annual fundraising Gala, exhibition openings, auction experiences, cultivation, and ticketed events.
• Work closely with Director and Development team members to determine event goals, strategies, and audience development for events.
• Manage logistics for all in-person and select virtual events, including interfacing with Development colleagues, A/V technicians, Music Department, Collections, Conservation, Operations, Security, Facilities, and Visitor Services to ensure the success of each project.
• Distribute relevant information through Operations meetings and work orders.
• Collaborate with and prepare contracts for external vendors related to events including lighting, valet, musicians, designers, printers, florists, photographers, calligraphers, consultants, and catering.
• Provide vendors with appropriate budgets for services, negotiate quotes (as needed), and communicate key event details throughout the event-planning process.
• Manage all Gala-related project planning: track and manage donor follow-up and table/guest database, special requests, and payments to reach fundraising goals. Draft, track, and update content for all event-related collateral. Set and manage production schedules with outside contractors.
• Communicate with donors following Gala regarding planning auction events; collaborate with Event Rentals Manager on scheduling and execution.
• Content manager for all Development event print and digital collateral. Draft text, oversee proofing, and work with Marketing to obtain images, credits, and other required content; ensure collateral is in line with event goals, branding, and audience.
• Manage external and internal printing, as applicable.
• 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. Organize meetings to communicate all event details and goals to staff and volunteers.
• Prepare agenda and materials for weekly event team meetings.
• Manage logistics and mailing/communication calendars and punch lists. Create event overviews for executive leadership, event committee, and staff.
• Draft remarks for Museum Director and other speakers, as applicable.
• Collaborate with Development systems, other departments, and mail houses to execute mailings. Draft and oversee production of event-related acknowledgements; track and report on event financials.
• Work closely with the Director to ensure that event budgets align with the department budget.
• Other duties as assigned.
• Bachelor’s degree with at least 5 years’ experience in events, preferably at a non-profit.
• Demonstrated success in managing special events or at least 5 years’ combined experience with development and special events.
• Superior organizational and project management skills and ability to manage multiple tasks in a fast-paced environment.
• Exceptional computer skills required; experience using Tessitura preferred.
• Excellent verbal and written communication skills.
• Precise 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.
• Ability to work some evenings and weekends as required.
• Customer service orientation.
• Thoroughness and attention to detail.
• Ability to adjust and adapt communication styles to be effective in a diverse workplace.
• COVID-19 Protocols
All employees of the Isabella Stewart Gardner Museum are required to provide their COVID-19 vaccination status. If an employee is not vaccinated, they will need to go through an interactive process of requesting for religious or medical accommodation and to submit weekly testing results, in addition to following other federal, state and CDC recommendations.
Equal Opportunity Employer
Diversity, Equity, Access, and Inclusion is one of the core values we hold close to our business practices. ISGM is committed to affording equal opportunities to qualified individuals regardless of race, color, gender, gender identity, genetics, military/veteran status, pregnancy, religion, sexual orientation, age, national origin, ancestry, disability, or any other basis prohibited by applicable laws.
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Applicants with disabilities who are unable to fully access ISGM’s online application system may contact us at email@example.com for assistance with a reasonable accommodation.
Please apply directly on the ISGM website:
Isabella Stewart Gardner Museum
25 Evans Way
Boston, Massachusetts 02115 United States