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Special Events Coordinator [Brooklyn Museum]

Posted by Phillippa Pitts on May 23, 1974 in job announcements |

Responsibilities: The Special Events Coordinator’s primary role is to coordinate and execute the Museum’s fundraising events, including Member previews, Council and Director’s Circle events, VIP receptions and dinners, small cultivation events, corporate events, the Women in the Arts annual luncheon, the Brooklyn Artists Ball, and more.

The position will execute an event request system for the Development department; assemble invitation lists from various sources such as the Director’s Office, curatorial departments, and other Development staff; prepare and submit print requests for both digital and printed invitations; organize invitation mailings; ensure all invitations, event solicitations, and responses are properly tracked and recorded in the Raiser’s Edge database; maintain the Special Events filing systems and office supply inventory, with support from the Individual Giving Assistant; manage replies and invitation follow-ups, with support from the Individual Giving Assistant; and prepare and send guest list updates on a weekly basis (Mondays), and on a daily basis during the three days leading up to the event.

For the events, the Coordinator must obtain, evaluate, make recommendations for, and process vendor proposals; determine all security needs, insurance coverage, and/or special permits required for on- and off-site events; interface with various internal and external parties, including the Museum’s caterer, lighting and parking vendors, curators, other Development staff, and the Museum’s security, operations, and conservation departments; draft and distribute “run of show” schedules and logistical plans for all events; process purchase orders and payment of event expenses; maintain the event calendar in Outlook; oversee any day-of logistics, including the recruitment, training, and supervision of volunteers; and manage post-event wrap-up, including thank you gifts, with support from the Individual Giving Assistant. Frequent late night and occasional weekend work is expected.

 

Reports to: Senior Manager, Individual Giving

 

Schedule: Monday through Friday, 9 a.m. to 5 p.m., with occasional weekend and evening hours

Brooklyn Museum is an Equal Opportunity Employer. Applicants for positions are considered without regard to race, creed, color, country of origin, sex, age, citizenship, disability or sexual orientation. Candidates of color are strongly encouraged to apply.

 

Learn more.

 

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