Manager of Development Events - Perez Art Museum Miami

Manager of Development Events – Perez Art Museum Miami

Location: 1103 Biscayne Boulevard, Miami, FL, 33132, United States
Base Pay: $55,000.00 – $60,000.00 / Year
Relocation Expense Covered: No
Employee Type: Exempt
Required Degree: 4 Year Degree
Travel: 10%
Manage Others: No
Minimum Experience: 3 Years

Contact Information

Name: PAMM Human Resources
Email: hr@pamm.org

Job Description

Position Overview: The Manager of Development Events is responsible for managing the logistics of all events led by PAMM’s Development Department, including the museum’s five major annual fundraising events, donor and member stewardship events, and all corporate donor activations. This position will work closely with the frontline fundraising team and with all PAMM departments and contractors including but not limited to catering, audiovisual, security, housekeeping, finance and marketing. This position involves managing multiple concurrent events and requires strong organizational, time management and communication skills.

Essential Functions include, but are not limited to:

Develop and manage event project plans for all events led by the PAMM Development Department.
Develop and implement event processes and documentation including but not limited to: floorplans; run-of-show; staffing plans and vendor load-in and load-out schedules.
Communicate across all PAMM departments regarding event logistics and requirements, to include completion of Operations Notes for every event and attendance at weekly museum-wide operations meetings.
Draft and execute all event-related documents including facility agreements, vendor contracts, entertainment riders, invoices, and billing.
Create and submit all payment requests for Development event expenses.
Serve as the primary on-site contact and support during all events led by the Development Department.
Build comprehensive knowledge and understanding of PAMM policies and procedures for facilities management.
Coordinate and communicate all event details with corporate donors hosting events/activations at the museum, with the support of the PAMM Corporate Relations team.
Work closely with PAMM production teams, as well as external providers such as catering, audiovisual, presenters, entertainment, photographers and other providers to ensure successful event execution.
Manage the Development Department event calendar and consult with multiple museum-wide calendars to avoid scheduling conflicts and ensure visibility of Development Department event activity for multiple stakeholders.
Manage vendor relationships, including creating and coordinating RFPs; securing vendor quotes; and conducting facility walkthroughs.
Collaborate with frontline fundraising team on printed material needs for events to ensure timely submission and production.
Work with Development Operations team to manage event registration and check-in procedures including tracking of guest counts, creation of seating charts, check-in lists, escort and name cards.
Schedule and lead event walkthroughs and event debriefs.
Compile post-event debrief notes.
Any other duties as assigned.

Job Requirements

Required Degree: 4-Year Degree/Bachelor’s Degree

Qualifications:

Minimum three years of previous experience in event management. Not-for-profit event experience is a plus
Detail oriented with strong organizational skills
Ability to manage multiple priorities and concurrent tasks within established deadlines
Excellent problem-solving, analytical, and written communication skills
Computer proficiency (MS Outlook, Excel, Word and Powerpoint)
Ability to work with diverse internal and external constituents
Availability to work extended evening and weekend hours

Preferred Qualifications:

Knowledge of Altru and/or Prismm is a plus
Familiarity with the museum environment is a plus

Teamwork Skills:

Be an enthusiastic, helpful and positive member of the team
Be professional, responsible and mature in conduct and behavior
Be understanding of, encouraging to and friendly with all co-workers
Be self-motivated and use time wisely
Maintain open line of communications with each department on pertinent information
Maintain effective communication by means of meetings and memorandums
Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands:

Walk, bend, lift (up to 15 pounds) files, office supplies and electronic equipment.
Finger dexterity to pick up paper and use computer keyboard.
Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
Ability to hear in normal tones including telephone and face-to-face conversation.