Special Events Associate

Museum of Contemporary Art San Diego•San Diego, CA

4d•$24 - $25•Onsite

About The Position

The Special Events Associate is responsible for the administrative and logistical support of internal events and travel programs for the purpose of raising awareness, funds, or stewarding current members/donors for MCASD and the general public. The occupant of this position is expected to contribute to the day-to-day operations of MCASD’s robust roster of special events and travel programs, while continuing to help to bring improvement and efficiency to this area. Primary duties include supporting special events and travel program logistics, vendor relations, Salesforce events module, Tripleseat calendar, and other projects related to the Museum’s various special events and travel programs. Provide a high level of administration, coordination, and event planning support and oversee particular duties throughout the event planning process to ensure Museum event goals and objectives are successfully met. This position supports the mission and vision of the Museum throughout performance of duties.

Requirements

Proactive, organized, and reliable event professional
Successful experience with the coordination, design, and execution of events of all scopes and scale
Ability to coordinate different projects concurrently, often under pressure, while meeting deadlines
Knowledge of basic event planning practices and industry standards
Results-oriented with excellent organizational and planning skills
A self-starter and team player with energy, enthusiasm, and flexibility
Strong negotiation and presentation abilities
Excellent verbal and written communication
Outstanding interpersonal skills with the ability to maintain professional decorum and interact with all levels of employees, members, trustees, donors, and vendors
Strong technical and administrative skills with a proficiency in database management and MS Office
Bachelor’s degree and three years recent, relevant experience or equivalent education and experience

Nice To Haves

Knowledge of and/or experience in contemporary art, performing art, and visual art

Responsibilities

Maintain the organization’s master calendar in Tripleseat; oversee venue availability, space booking, calendar changes, and all event internal bookings for venue spaces; attend and report on regular cross-departmental venue logistics meetings.
In consultation with the Director, Special Events, coordinate and implement events and travel programs for the Museum’s Advancement department, the Directors’ Office, Education & Engagement, and Curatorial departments, including fundraising galas, exhibition openings, public lectures, board and trustee committee meetings, Director and Curator Circle trips, field trips, and more.
Assist with day-to-day operations in the Events department, responding to inquiries and providing follow-up with vendors and internal clients.
Provide project management and administrative support for events and travel programs by coordinating vendors, working with internal stakeholders, developing content, and creating event timelines and briefings, and more.
Maintain key event data in Salesforce, Tripleseat, and archival databases, including invitation lists, tracking RSVPs, seating assignments, and budgetary information.
With the Director, Special Events, oversee logistics and production for all internal events and travel programs from conception through execution, such as developing timelines, initiating vendor proposals, maintaining graphic design projects, coordinating staffing plans, and recording expenses for each event.
Working with the Director, Special Events, establish event expense budgets and support the cost-effective execution of the budget.
Initiate copy for printed and digital events and travel materials, including invitations, newsletters, website, emails, and any other collateral materials needed for each program (e.g. menus, signage, and itinerary documents). Coordinate invitation mailing lists with the Database Associate.
Serve as a liaison to external vendors, requesting proposals and negotiating contracts in consultation with the Director, Special Events.
Coordinate production of items in preparation for seated dinners, including table wheels, list of attendees, and place cards.
Coordinate production of items for the travel program, including attendee itinerary booklets, welcome gifts, and thank you notes.
Coordinate with the Database Associate, Membership Manager, and other internal team members as needed on pre-event printing projects, including check-in lists, name tags, registration packets, table cards, signage, etc.
Support on-site event logistics, including vendor arrival, attendee check-in process, and production timelines.
Coordinate post-event reports and organize team recaps following fundraising events as well as Member and Director’s Circle events.
Coordinate bi-monthly Board of Trustee meetings with the Director’s Office.
Conduct site visits with vendors, internal departments, and other partners in preparation for events; produce layouts, timelines, and internal reports to ensure successful execution.
Provide on-site support for select events, working closely with Manager, Earned Revenue Operations, the event operations team, and other colleagues as needed to ensure that MCASD policies and procedures are observed by all vendors, patrons, and guests.
Interact diplomatically and build productive relationships with vendors, clients, patrons, and colleagues.
Work additional hours, including some weekends and/or after regular business hours as needed.
Follow policies and procedures to ensure a safe work environment.
Other duties as assigned.