Development Special Events Associate

Museum of Fine Arts, Houston•Houston, TX

7d•Onsite

About The Position

The Development Special Events (DSE) team is seeking a highly motivated and organized Associate to join our collaborative and fast-paced team. The DSE team produces more than 30 events annually across three primary categories: fundraising, stewardship, and VIP rentals. This position primarily supports the Museum's 7–9 annual fundraising events while providing assistance across other DSE initiatives and the broader Development office. Key responsibilities include managing reservations and guest lists, preparing donor correspondence and follow-up communications, maintaining event records and budgets, processing invoices and purchase orders, preparing meeting materials, and providing administrative and on-site support to help ensure exceptional donor experiences and successful event execution. This is an excellent opportunity for an organized professional who enjoys event planning, donor engagement, and working behind the scenes to help produce some of the Museum's most significant fundraising events.

Requirements

Meticulous attention to detail and follow-through with strong organizational skills.
Demonstrated ability to manage multiple priorities, maintain accuracy, and follow tasks through to completion.
Strong organizational and time-management skills, with the ability to prioritize work and meet deadlines in a fast-paced environment.
Ability to work effectively both independently and collaboratively as part of a team.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a variety of audiences.
Sound judgment and discretion when handling sensitive information and making day-to-day decisions.
Flexibility to work evenings and weekends, (with pay) as needed, to support Museum events and activities.
Strong interpersonal skills, including the ability to build positive relationships and interact with a diverse range of internal and external stakeholders with professionalism, empathy, and tact.
Ability to maintain confidentiality and exercise discretion when handling donor, patron, and organizational information.
Commitment to providing exceptional service and support to donors, trustees, volunteers, vendors, visitors, and Museum staff.
Must undergo and meet company standards for relevant criminal background and professional reference checks.
Ability to successfully handle and complete multiple tasks concurrently.
Seeing, hearing, speaking, and writing clearly in order to communicate with staff, guests and others.
Frequent sitting, standing, bending, walking, and reaching, which may be required for extended periods of time.
Good vision or corrected by use of glasses and/or contacts for reading and viewing abilities.

Nice To Haves

Experience working with constituent databases, CRM systems, or similar data management platforms preferred.

Responsibilities

Provides administrative support for the development special events department in the administration and implementation of fundraising and donor-related events.
Coordinates the preparation and distribution of invitations, save-the-dates, host committee and underwriting solicitations, donor correspondence, and other event-related communications.
Collaborates with the database team to develop mailing lists.
Maintains meticulous records and spreadsheets to track reservations, event details, and guest lists for over 7-9 events a year to ensure all records are consistently up to date and accurate.
Handles inquiries and field calls from attendees regarding questions about events.
Manages guests lists that range from a cocktail reception to 500+ seated dinner.
Maintains accurate donor records, including contact information, recognition preferences, seating preferences, and other constituent details.
Corresponds with donors regarding reservations, underwriting, recognition listings, and other event-related matters to ensure accurate records and an exceptional donor experience.
Maintains event budget files, and assists with financial reconciliation and reporting.
Processes purchase orders for event expenditures.
Works with database team to ensure donor information is accurately tracked in the database.
Manages check-in at events, including managing a team of volunteers, loading the guest list into an online check-in database.
Coordinates donor recognition with the Development Special Events Coordinator on printed materials.
Prepares documents for meetings with a variety of constituents, including senior leadership and donors.
Provides on-site support at events from load-in, execution, to load-out of events, including not only fundraising events, but stewardship and external VIP events, as assigned.
Provides administrative support to the Senior Development Officer, including answering phones, preparing meeting materials, filing, copying, and other duties as assigned.
Fields event-related inquiries and phone calls from donors, patrons, and vendors.
Assists with event-related errands and other administrative support as needed.
Maintains historical event records and data to support event planning, reporting, and year-over-year analysis.

Benefits

Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
Dental Insurance: Employee and dependent coverage through two plan choices
Vision Insurance: Employee and dependent coverage through a vision program
Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
Life Insurance & AD&D: Employee coverage at no cost to the employee
Long Term Disability: Employee coverage at no cost to the employee
Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
Holidays - Full-time employees receive ten paid holidays per year
Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.
Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match!)
MFAH Membership – Staff receive a free Family-level membership
Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and the Glassell School of Art.
Metro commuter subsidy available upon request