Development Special Events Coordinator

Title: Development Special Events Coordinator

Reports To: Senior Development Officer, Special Events

Pay Type: Full-Time, Regular, Non-Exempt, 35 hrs/week

Salary: Commensurate with Experience and Education

Benefits: Group Medical and Dental Insurance, Life and Long Term Disability, Insurance, Retirement Plan, Flexible Spending Plans, Paid Time Off, Reserve Time Off, Holiday Pay, Museum Membership and Discounts

Work Schedule: Monday – Friday, 9am – 5pm

Work Location: 5100 Montrose, a non-smoking facility

The Development Special Events (DSE) team is seeking a highly motivated and creative Coordinator to join our collaborative and fast-paced team. The DSE team produces three primary categories of events — fundraising, stewardship, and VIP rentals — totaling more than 30 events annually. This role will focus primarily on supporting and coordinating the museum’s fundraising events as its core day-to-day responsibility, including approximately 7–9 major fundraising events each year, while also providing support across other areas of the DSE team and the broader Development office.

• This position works at the direction of the Senior Development Officer, Special Events.
• Responsible for working in tandem with the Senior Development Officer, Special Events to plan and execute all facets of fundraising events to ensure smooth functioning of events from inception to completion.
• The Development Special Events Coordinator serves as invaluable support to the rest of the Development Special Events team that executes over 30 events a year. Duties include but are not limited to:
• Planning fundraising events as requested by the Senior Development Officer, as both an event lead and co-lead. The 7-9 fundraising events per fiscal year raise between $5 and $7 million dollars.
• Planning stewardship events as requested by the Senior Development Officer.
• Providing on-site assistance with fundraising events, stewardship events, patron group events, external events, etc.
• Providing assistance and advice for external events, patron group events, stewardship events as requested.
• Specific event planning responsibilities will include any or all of the following items, depending on the event:
• Coordinate vendors such as catering, photography, entertainment, décor, rentals, audio-visual, etc.
• Coordinate event logistics and timeline
• Develop and maintain event budgets
• Assist with décor ideas and selections
• Create layouts and update during the planning process
• Work with graphics, administration offices, and development to draft, approve, and create invitations
• Compile guest lists and invitation lists from multiple sources
• Coordinate with the Associate to create mailing lists, follow up lists, host committee lists, and check proper listings of donors
• Print and mail/assist with printing and mailing of save the dates, host committee letters, underwriter letters, invitations, etc., as needed for each event
• Maintain RSVPs for events
• Draft correspondence to donors, including host committee letters, underwriter letters, follow up emails, etc., as needed
• Work with chairmen to manage expectations
• Actively participate in meetings with chairmen, vendors, and internal museum departments
• Prepare documents for meetings with internal departments, chairmen, vendors, etc.
• Submit internal event paperwork and keep lines of communication open between relevant departments and vendors
• Work with other key departments to plan and execute all facets of events, and to ensure smooth functioning of events from inception to completion
• Work with the communications team on an event press plan, drafting necessary press announcements, and selecting images for press releases
• Coordinate and manage the flow of the event and the guest experience
• Coordinate “behind the scenes” activities during the event: observe and assist with guest arrival process, adjust seating/tables and troubleshoot as necessary, coordinate with caterer and beverage staff, assure event flows smoothly and runs on time, etc.
• Provide on-site support for front-line staff at the event
• Troubleshoot problems as they arise, both before, during, and after events
• Maintain donor relationships, in particular with fundraising event chairs
• Ensure timely submission of invoices, tracks and adheres to budgets for assigned events
• Create fundraising reports to track where an event compares to previous years, and follow up with donors, as needed
• Develop and maintain historical data and information for event analysis
• Field event questions and phone calls; miscellaneous errand running as needed
  

Skills, Knowledge And Abilities

• Meticulous attention to detail and follow-through with strong organizational skills.
• Must be highly motivated.
• Must be able to work independently but also within a close team environment.
• Must have a high degree of creativity.
• Word processing skills (Microsoft Word/Excel/Outlook).
• Experience with software systems (D365, Tessitura, EMS) a plus.
• Strong verbal and written communications skills.
• Commitment to routinely go above and beyond expectations.
• Sound judgment and decision making.
• Strong project management skills.
• Must be able to work nights and weekends, as needed.
• Must have a high level of energy with the ability to work under pressure, meet deadlines, achieve goals, prioritize tasks, memory recall, and manage multiple tasks while working within a budget.
• Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.
  
  

Education And Experience

• Bachelor’s Degree required.
• Three or more years in event planning and implementation, with experience in fundraising preferred.
• Proven track record in special events planning and implementation and/or project management.
• Experience providing programs of excellence and outstanding customer service.
• Experience working in an office environment required.
  
  

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