Special Events Coordinator

Fine Arts Museums of San Francisco | Bay Area, California

Background

The Fine Arts Museums of San Francisco, which comprises the de Young and Legion of Honor Museums, is experiencing an exciting renaissance with several innovative and groundbreaking projects underway, including the launch of a Contemporary Arts program in 2017, an institutional brand refresh in mid-2018, and the building of an interactive Children’s Gallery in late 2018. As the largest public arts institution in San Francisco, the Museums welcome more than 1.5 million visitors annually, present an ambitious schedule of more than 20 exhibitions per year, house a world-class collection of 151,000 important artworks, and have a member base of 100,000 households. 

Fundraising efforts have also excelled in the past year, and the museums’ events are a critical driver for this. Most recently, the museums have launched a domestic and international travel program, an events series for Contemporary Arts supporters, and an events series for a new premier level of annual giving, the Leadership Circle.

Job Summary

The Special Events Coordinator will play a major role in this plan by supporting and streamlining the efforts of the Special Events Team, working closely with event managers and with other departments to ensure each event is executed successfully. As a key member of the Development team and reporting to the Director of Special Events, the Special Events Coordinator serves as project manager for the institution’s 80+ annual membership and development events, provides general administrative support for the events team, and works to make events operations more streamlined and efficient. 

The ideal candidate is a self-motivated and highly organized individual with excellent communication skills who can manage many simultaneous projects and deadlines, motivate peers within a collaborative culture, proactively identify ways to improve efficiencies within events, and thrive in a fast-paced environment.

Reports To

Director of Special Events

Responsibilities

Typical Duties and Responsibilities: 

  1. Serves as project manager for all membership and development events and works very closely with the head of Special events and the 3 staff who manage events. Tracks and manages tasks for each event to ensure that each is completed accurately and on-time. For event-related tasks, serves as the liaison within Development and between Development and other departments. Collaborates and communicates with staff to move projects forward by facilitating the flow of information, keeping staff abreast of project status and upcoming deadlines, and helping to remove obstacles that impede progress.
  2. Collaborates with colleagues to identify and implement ways to make events operations more streamlined and efficient.
  3. Manages the Development Events Calendar, confirming all dates and ensuring that all appropriate staff members are notified.
  4. Runs the pre- and post-event meetings for all events, ensuring that staff members are able to fully maximize the potential of each event with strategic preparation, follow-up, and feedback.
  5. Coordinates invitation list requests with the Data Services team, tracks RSVPs in the database, shares guest lists and schedule with all staff in advance of events, and manages the pre-event and onsite registration systems for events.
  6. Manages the print and digital invitation and communication schedule and routes proofs for review.
  7. Coordinates and oversees as-needed volunteers and staff for events and event-related projects.
  8. Tracks all event gifts and gives to the Data Services team for database entry; Follows up on outstanding pledges; Processes acknowledgement letters for all event gifts. Assists event lead in fulfilling sponsor benefits.
  9. Provides general administrative support to the Special Events team, including but not limited to drafting donor correspondence, processing operational request forms, and coordinating meetings.
  10. Provides onsite support for donor and member events.
  11. Provides support for the Curatorial Support Groups, ranging from meeting planning to event coordination. Works with the team to streamline these efforts.

Qualifications

Minimum Qualifications: 

Education:  A Bachelor’s degree from an accredited college or university.  

Work Experience:  Two years of experience in events, project management, and/or administrative assistance.  

Skills and Abilities:  

  • Self-motivated, highly organized, and deadline-driven. Ability to thrive in a fast-paced environment.
  • Excellent communication (written and verbal) and time management skills are essential.
  • Ability to collaborate with and motivate staff members who are not direct reports.
  • Project management experience a plus, but not required. Training can be provided.
  • Knowledge of basic business math skills.
  • Knowledge of modern office methods, practices, and procedures.
  • Exceptional interpersonal skills and customer service orientation.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Experience with databases, preferably Raiser’s Edge and/or Salesforce. Ability to work on the computer on a continuous basis.
  • Ability to produce a work product that exhibits a high degree of detail and accuracy.
  • Strong follow-through skills and problem-solving skills.
  • Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
  • Available to work nights and weekends for events or deadlines as needed.

Compensation

Step 1 of the pay range is $26.21 per hour.

Requirements/Other

This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

Application Deadline: September 25, 2018

How to Apply

Fine Arts Museums of San Francisco

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Organization: Nonprofit Organizations