Special Events Assistant

The Frick Collection•New York, NY

6d•$56,000•Hybrid

About The Position

The Special Events Assistant provides administrative, operational, and client-support services for The Frick Collection’s Special Events department. Reporting to the Head of Special Events, the Special Events Assistant will join a team-oriented and supportive department responsible for the planning and execution of The Frick Collection’s roster of internal events, fundraisers, and venue rentals. The Assistant serves as a primary point of contact for event clients, providing professional and timely support to ensure seamless event operations and to uphold the highest service standards. Responsibilities include, but are not limited to, the following:

Requirements

Preference of one to two years in a professional environment, which could include experience in event planning, fundraising, internships, customer service, etc.
Excellent time management, organizational, and communication skills to manage simultaneous projects with prudent judgment in split-second decisions.
Ability to interact with internal and external stakeholders of all levels with professionalism and courtesy.
Computer fluency including Microsoft Office suite (Word, Outlook, Excel, PowerPoint)

Nice To Haves

Software experience preferred, but not required: o Event management software such as TripleSeat, Artifax,or GoFMX o Donor fundraising database such as Raiser’s Edge or Tessitura

Responsibilities

General Administrative Support: Master Events Calendar Tracking
SE Phone Line
SE Email Inbox Management
Vendor Invoices and Payment Requests
Project manage select events, as assigned
On-site event contact, as assigned
External Events, supporting the Manager of Event Sales and Operations: Manage initial rental inquiries via phone, email, and in-person
Provide information on venue availability, pricing, and policies to prospective clients
Assist clients through the rental process, including site visits, contracting, and invoicing
Maintain accurate rental calendars, client records, and event files using Tripleseat platform
Support event load-ins, set-ups, and breakdowns as required
Maintain organized records of rentals, payments, and correspondence
Assist with data entry, reporting, and post-event close-out
Internal Events, supporting the Senior Manager of Special Events: Fundraisers
Assist with Guest Organization
Raiser’s Edge Database Management
Donor Invoices
Acknowledgements and Receipts

Benefits

Paid Holidays : All full-time employees are eligible for 14 paid holidays (all federal holidays including Juneteenth, and Election Day), including four floating holidays; two may be used in the first half of the calendar year, two may be used in the second half of the calendar year.
Sick and Vacation time : Eligible full-time employees accrue up to 12 sick and 15 vacation days their first year of employment. In subsequent years, eligible full-time employees accrue up to 12 sick days and 25 vacation days/year.
Family leave : In addition to adhering to all federal family leave laws, we provide all eligible employees with paid bereavement and family leave.
Health, Dental and Vision insurance : all full-time employees and their eligible dependents may enroll in employees sponsored benefits plans. Employees contribute to the cost of health insurance based on income level and type of coverage selected.
Short and Long Term Disability and Life Insurance : the Frick covers the entire cost of these benefits for all full-time employees. The life insurance benefit is up to three times the employee’s annual salary.
Retirement : The Frick supports all employees in planning for retirement by offering participation in a Tax Deferred Savings Plan – 403(b) and a defined benefit pension plan.
Wellness Programs at the Frick include an Employee Assistance Plan, a discount on Citi Bike memberships and a discount on bike helmets.
Additional benefits include discounted transit benefits, flexible spending accounts for health, dependent care and commuting costs.

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