Special Events Assistant

The Frick Collection • New York, NY

7d • $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.

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:
• Event management software such as TripleSeat, Artifax,or GoFMX
• Donor fundraising database such as Raiser’s Edge or Tessitura

Responsibilities

• 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
• 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
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees