JOB PURPOSE: The Event Planner is responsible for the successful planning and execution of a wide range of events at the Museum, including high-profile fundraising events, member cultivation gatherings, Executive, Trustee, & VIP events, and select external event rentals. This role requires a seasoned event planner who is highly organized, adept at managing multiple priorities, and skilled at building and maintaining positive relationships while ensuring the smooth operation of each event. The Event Planner will also be responsible for budget management, ensuring that events are executed within financial expectations to support the Museum's goals.

KEY ACCOUNTABILITIES/ESSENTIAL FUNCTIONS

Event Management:

• Oversee all aspects of event planning and execution for a variety of internal and external events, including fundraising, member cultivation, and VIP events. Ensure each event meets strict deadlines, adheres to budget constraints, and is executed flawlessly.
• Collaborate closely with volunteer committees, vendors, and internal stakeholders to manage complex events involving multiple priorities and contributors.

Event Planning:

• Organize every detail of assigned events, including logistics, catering, entertainment, décor, staffing, and on-site management. Utilize event planning software to streamline processes and improve efficiency.
• Continuously evolve and refine event planning processes to enhance effectiveness and ensure successful outcomes.

Fiscal Management:

• Manage event budgets with a focus on maximizing value while staying aligned with the Museum's financial goals. Track expenses and revenue to ensure each event contributes positively to the institution’s overall financial health.

Relationship Building and Communication:

• Serve as the primary point of contact for internal and external stakeholders, ensuring clear communication of event needs and expectations. Maintain strong relationships with key donors, committee members, and other stakeholders.
• Work closely with Development, Marketing, Graphic Design, and CRM teams to align event strategies with overall Museum objectives and ensure cohesive communication efforts.

Knowledge Management:

• Develop and implement systems, processes, and tools that support the successful facilitation of events. Monitor event outcomes and adjust plans as needed to improve future performance.
• Stay informed of industry trends, government regulations, and best practices in event planning, proactively addressing potential challenges and continuously enhancing the Museum's event offerings.

Member Experience:

• Plan and execute events that enhance member satisfaction and engagement, contributing to the Museum's reputation and member retention efforts.

Best Practices:

• Lead the development of standard operating procedures and best practices for event planning and management, ensuring the Museum remains at the forefront of event design and execution.

Other:

• Coordinate and manage external events as assigned. Complete other duties as requested in support of the division and the Museum as a whole.

CORE CAPABILITY REQUIREMENTS

Education/Experience:

• Bachelor’s degree in a related field or an equivalent combination of education and experience.
• Three or more years of experience in event planning, with a preference for candidates with experience in non-profit development, fundraising, and working with volunteer committees.
• Proven ability to manage a wide range of constituencies and juggle multiple tasks in a fast-paced, complex environment while maintaining a high level of professionalism.
• Intermediate to advanced proficiency with a variety of event planning technologies and software programs.
• Flexibility to work evenings, weekends, and holidays as needed.
• Strong analytical and critical-thinking skills, along with basic business acumen.