Summary

Reporting to the Chief Financial Officer, the Head of Special Events is responsible for planning, coordinating, and executing a diverse range of external events along with related matters and engagements. This role requires a creative, detail-oriented, and strategic thinker with a strong background in event management, hospitality and proven results. The MFAH is seeking a seasoned professional to lead sustainable growth, work with senior leadership and our Development Department to drive new revenue, pursue new opportunities, elevate current practices and protocols, as well as expand our event capabilities and excellence.

Responsibilities:

The following reflects the general duties, responsibilities and competencies considered necessary to be successful and should not be considered as a detailed description of all the work requirements of the position. The Museum may change the specific job duties with or without prior notice based on the needs of the organization and the skills and competencies of the individual selected to fill this role.

Leadership, Management, Accountability

• Demonstrate strong leadership by setting a compelling vision for special events aligned with the Museum’s mission, operations and revenue goals
• Lead by example, fostering a culture of accountability, collaboration, and continuous improvement within the special events team
• Oversee strategy, planning, execution, production, and evaluation for the Museum’s Special Events portfolio
• Lead the special events team in the development and management of event timelines, annual plans, budgets, and deliverables, ensuring consistent tracking, reconciliation, and forecasting
• Provide consultation to the organization relating to events and related hospitality matters
• Develop and inspire current event staff with a focus on their capabilities, competencies and their ability to advance and be successful in this profession.

Special Events, Planning, and Execution

• Develop, forecast and execute a comprehensive and profitable external special events portfolio
• Lead the Special Events team to maximize revenue including the provision of sales collateral, organization of walk-throughs, and all aspects of the planning and execution from initial cost proposal, appointment of and liaison with approved vendors, to signed contract, event execution and timely billing.
• Responsible for management of event budgets to ensure that events are produced with a sensible balance between cost and
• Develop strategies to maximize event revenue through effective pricing, offerings, and upselling.
• Analyze event performance metrics and make data-driven decisions to optimize ROI.
• Ensures that each event reflects the Museum’s standards, and executed to a level of
• Collaborate with Marketing & Communications and appropriate vendors to
  1. create and implement event marketing, promotion, and PR strategies to drive awareness and opportunities
  2. create collateral materials to meet event needs and requirements

• Continue to prioritize and enhance the safety and protection protocols for special events and the importance of our art collection. Ensure awareness and compliance.
• Ensure events are designed, styled and facilitated in permitted areas of the Main Campus, and offsite at Bayou Bend and
• Forecast and grow revenue for the general operating budget through rental of museum facilities, alcoholic beverage service (through Art of the Spirits), and rental of museum owned equipment (bars, tables, a/v equipment, )
• Ensure department staff maintain and update departmental policies and communication procedures including but not limited to external contracts, vendor contracts, (in association with Museum Counsel), internal event requests, and Banquet Event Order forms (used to communicate details of event to internal departments).
• Ensures the Department uses the Museum Space Reservation Software (known as EMS) in an efficient and constantly updated manner.
• Liaises with other departments, in conjunction with Department Coordinators, in the production of events (e.g. Engineering & Facilities, Security, Audio Visual).
• In conjunction with Event Coordinators, works with various museum departments in scheduling, planning, executing, and billing of museum events (Administration, Curatorial, Learning and Interpretation, Development, Marketing & Communications, Human Resources and Membership departments, as well as for the Glassell School of Art, Bayou Bend, and Rienzi house museums).
• Maintains an ongoing relationship with approved valet parking vendor(s) and off- duty police personnel administrators to efficiently handle Museum events as
• Lead biweekly team calls with essential departments to review upcoming events.
• Ensures timely and accurate communications that include event details, related updates and changes, in advance, to all museum departments.
• Maintains lists of approved vendors, supervises annual updates and re-signing of contracts including updated commission percentages and Museum rules and regulations as appropriate.
• Manages the addition of new vendors as required, which may include terminating certain vendors when such decision is made.

Art of the Spirits (AOTS)

Art of the Spirits is an arm’s-length affiliate of the MFAH and is responsible for the provision of alcoholic beverages at all events on the main campus and at the two house Museums.

• Serves as a Shareholder/Secretary of the AOTS Company, and attends meetings as called to conduct the Company’s
• Maintains up-to-date TABC (Texas Alcoholic Beverage Commission) certification, and stays familiar with changing TABC Rules and Regulations.
• In conjunction with select staff, produces an Annual Budget, forecasting the business affairs of
• With select staff and the Museum Accounting Department, maintains monthly accounts for the AOTS Company.
• Supervises all aspects of the daily activities of the AOTSM, ensuring that TABC Rules and Regulations are adhered to, that monthly inventories are taken and accounted for, and that an approved list of beverages are maintained at levels required for smooth running of the Company,
• Ensures that the requisite staffing levels are maintained for events using an approved and suitably vetted Staffing Agency for the purpose. All staff must carry an up-to-date TABC

Skills, Knowledge and Abilities

• Must have excellent interpersonal communication skills, demonstrated leadership ability, and an eye for detail and quality control with the ability to manage multiple projects in a fast-paced environment
• Ability (and joy) working with diverse constituencies
• Results/outcome orientated with a proven record of accomplishment leading special events and exceeding goals
• Demonstrated (by way of examples) ability to think and act strategically, anticipate future consequences, combined with operational forecasting and agility to meet changing client/constituent needs/environmental changes
• Ability to manage and lead people and groups, develop leaders and teams, build organization and staff capacity, and promote individual and organizational success
• Highly skilled in building and maintaining relationships, with a proven track record of success and a long list of references and satisfied clients, vendors and supporters
• Exceptional written and verbal communication skills, capable of conveying the mission and value of events and relationships with the MFAH
• Knowledge, comfort and high proficiency in contract negotiations.
• Customer-focused, with a commitment to providing outstanding service to all partners, along with event attendees
• Results-driven and proactive, with a dash of elegance and esprit de corps
• A collaborative team player who works effectively with cross-functional teams, and serves as a model for respect and professionalism.

Education and Experience

• Bachelor's degree in related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.
• Minimum of 8 years of event sales or other directly related experience (for example, nonprofit fundraising) with at least 3 years in a leadership role within an event, hospitality or venue environment.
• Strong leadership skills with a demonstrated ability to motivate and manage teams.
• Creative and solution oriented
• Strong working knowledge and experience in food and beverage field and the Houston market highly preferred
• Must be proficient in general computer knowledge, including Microsoft Word, Excel, PowerPoint, and Outlook

About the MFAH

The MFAH is an organization comprised of 600 employees and 1,000 docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media. As an employer, MFAH offers a supportive, collegial and inclusive work environment and a competitive benefits package.

Position Available:

Title: Head of Special Events

Reports to: Chief Financial Officer

Classification: Exempt/Salaried

Schedule: 35-hour work week

Pay Rate: Please see “Compensation” below

Work Location: Museum of Fine Arts, Houston

Work Schedule

Full-time, exempt, salaried, managerial position, requiring a full-time work schedule each week. Extensive in-person work schedule is a regular part of this role given the supervisory responsibilities. We understand and support work-life balance and work hard with staff to provide flexibility to support the realities of life.

Given the leadership of events responsibilities, attendance at many events will be required.

Working Conditions and Other Requirements

• Work is performed in varied environments; indoors in a climate-controlled environment, as well as outdoors. May be exposed to various environmental and event related factors such as but not limited to music, and crowd noise at a high, medium or low noise intensity
• Ability to collect and analyze numerical and written data and verbal information to reach logical conclusions
• Ability to work under deadlines and sometimes changing requirements or expectations in an appropriate manner
• This role may require occasional tandem lifting and/or move up to 50 pounds.
• Job duties will include extended standing, walking, sitting, occasional climbing, bending, and kneeling.

Work will be performed across MFAH campus, including studios, galleries, and outdoor locations. 

With or without reasonable accommodation, the individual selected must have the capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:

• 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.

Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: HR@mfah.org

Benefits:

The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:

• 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

The MFAH provides a generous schedule for time off under the following benefit categories:

• 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.

Other Benefits

• 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

Compensation:

Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description. The MFAH has set the pay range for this job and level as a general guideline and not a guarantee of the compensation amount or salary. A salary range for this role has been set but we know additional factors may be considered in extending an offer including (but are not limited to) responsibilities of the job, education, candidate experience and unique qualifications, knowledge, skills, and abilities, the needs and requirements expressed in the job description, as well as internal equity, and alignment with market data, and any related regulations or other laws.

Application Procedure

Qualified applicants should apply online, which will be the most effective way to ensure consideration. 

As a MINIMUM, application materials should include 1) a cover letter, 2) your resume or CV, and if you prefer, any other relevant materials you believe objectively demonstrate your qualifications and experience to be successful in this role. 

A list of references will be accepted but not required at this early stage in the process.

Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.