Operations, Membership and Events Manager

Job Title: Operations, Membership & Events Manager

Overview

The Operations, Membership & Events Manager plays a central role in ensuring the smooth daily operations of the Museum, strengthening member engagement, and overseeing both private and Museum-hosted events. This position requires strong organizational, communication, and management skills to balance operational efficiency, client service, and community engagement.

Operations & Administration

• Equip staff with necessary supplies and order inventory for the museum store (books, toys, beverages) and general operations (letterhead, paper goods, ink, coffee, pens, stamps, etc.).
• Process and distribute mail; prepare bills and checks for accounting.
• File and maintain accurate records, including donation information, loan agreements, insurance, HR, permits, banking, and Board documents.
• Maintain an updated calendar of museum and private events.
• Post and manage staff schedules (front desk, event, and full-time staff).
• Schedule cleaning services and professional maintenance (repairs, plumbing, pest control, plowing, phone services, etc.).
• Prepare Deed of Gift forms, donation tax receipts, and process exhibit loan documents.
• Oversee renewals for vehicle registrations, town/state permits, certificates, and other compliance needs.
• Provide assistance with exhibit research, write-ups, displays, and logistics.

Membership Management

• Maintain accurate and up-to-date membership lists and contact information.
• Process new memberships, renewals, and send monthly reminder letters.
• Respond to member inquiries regarding benefits.
• Keep member communication materials up to date.
• Conduct data mining to support fundraising initiatives.
• Prepare and maintain lists for the Annual Appeal.
• Plan, host, and oversee the Annual Members’ Party and other member-focused events.

Event Sales & Client Relations

• Respond to phone and email inquiries for event bookings.
• Schedule and conduct site visits, tours, and client meetings.
• Prepare and distribute promotional materials for event clients.
• Book and schedule private events, processing contracts, payments, and vendor invoices.
• Attend networking opportunities to promote the Museum as a venue.
• Market to local businesses, prospective clients, and past clients; follow up for feedback and repeat bookings.

Event Planning & Execution

• Provide guidance and recommendations to clients during event planning.
• Coordinate logistics including staffing, cleaning, vendors, deliveries, and rentals.
• Schedule, train, and oversee event staff, ensuring clarity of responsibilities.
• Secure and process necessary permits, payments, and paperwork from the Town of Brookline and other authorities.
• Ensure all caterers and vendors have required insurance, contracts, and compliance with Museum policies.
• Oversee private events on-site, managing staff, vendors, and guest experience to ensure successful outcomes.

Museum Special Events

• Lead the planning and execution of Museum-hosted events such as:
• Fundraising Events
• Members’ Party
• Exhibit Opening Receptions
• Develop creative event concepts to enhance community engagement and support the Museum’s mission.

Basic qualifications

• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication skills, both verbal and written, to engage effectively with members and stakeholders.

Preferred qualifications

• Experience in hospitality or restaurant management, with a focus on guest services.
• Familiarity with fundraising initiatives to support community programs or events.
• Previous banquet experience or catering knowledge is a plus.
• Proven time management skills to prioritize tasks effectively in a fast-paced environment.

Why you’ll love it here
We are dedicated to creating an environment where our team members can thrive both professionally and personally. Our commitment to your growth is reflected in our supportive culture, where every contribution is valued.

Our benefits include:

• Comprehensive health benefits for you and your family.
• Opportunities for professional development and growth.

A collaborative work environment that encourages creativity and innovation. Join us as we build an inspiring community together!

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience:

• Managerial and Event: 1 year (Required)

Ability to Commute:

• Brookline, MA 02445 (Required)

Work Location: In person

Salary : $60,000 - $75,000