Donor & Museum Relations Project Manager

Art and Wellness Enterprises • Bentonville, AR

1d

About The Position

The Donor & Museum Relations Project Manager will serve as the central project lead for the 2026 Expansion Opening Celebrations. This role is responsible for driving execution across multiple high-visibility donor events, ensuring accountability across departments and external vendors, and eliminating bottlenecks that delay progress. Reporting to the Donor & Museum Relations Manager, this position does not supervise staff but carries responsibility and authority to coordinate cross-functional teams and hold partners accountable to timelines and deliverables. The Project Manager will oversee production schedules, vendor coordination, executive approval flows, budget tracking, risk mitigation, and system-of-record management. This is a six-month, high-impact role designed to ensure disciplined execution during a defining institutional moment.

Requirements

• Bachelor’s degree in business, communications, project management, hospitality, or related field preferred.
• Highly organized with exceptional attention to detail.
• Demonstrated ability to drive progress in fast-paced, deadline-driven environments.
• Strong executive presence and discretion.
• Minimum of 5–10 years of experience in large-scale event production, capital campaign openings, civic events, political campaign operations, presidential libraries, or comparable high-visibility environments.
• Demonstrated success managing complex, multi-stakeholder projects.
• Experience overseeing vendor contracts and budget tracking.
• Proficiency with project management software and workflow systems.
• Excellent written, verbal, and interpersonal communication skills.

Responsibilities

• Serve as project lead for the Expansion Gala, maintaining centralized ownership of timelines, deliverables, and dependencies.
• Oversee production coordination with external vendors including production, AV, catering, and hospitality partners.
• Manage executive approval flows, sequencing materials and decisions to prevent bottlenecks.
• Maintain and monitor event budgets in partnership with department leadership.
• Oversee project management systems (including Asana or designated system-of-record platforms) to ensure clarity of ownership and deadlines.
• Develop and maintain comprehensive run-of-show documentation for all major events.
• Identify risks early and implement contingency planning.
• Facilitate structured, action-oriented meetings with cross-department stakeholders.
• Ensure clear communication between Advancement, Marketing, Operations, Finance, Curatorial, and external contractors.
• Support execution and production oversight for the Founder’s Reception and Sponsor Brunch.
• Coordinate logistics for VIP tours and donor hospitality in alignment with expansion events.
• Contribute to the development of documentation and workflows that strengthen future event execution.
• Maintain the highest standards of discretion and professionalism when handling confidential donor information.
• Perform other duties as assigned to support departmental and institutional priorities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level