YCBA Special Events and Advancement Manager

Overview

Reporting to the Director of Advancement, the Special Events and Advancement Manager is responsible for the management and execution of internal and external event operations at the Yale Center for British Art (YCBA).

Serves as the planning and operational point person and liaison for all events. Manages all facets of event strategy and operations from start to finish, creating exceptional experiences that range from VIP lunches to large receptions in support of the museum’s mission. Builds and maintains strong internal and external partnerships, serving as a collaborative liaison across museum departments. Oversees departmental budget and ensures that funding sources for each event are clearly understood. Develops and maintains a building use cost calculator for outside departments/clients.

Manages administrative and budgetary considerations for on-site and off-site events.

Plays an integral role in supporting the museum’s newly invigorated fundraising initiatives, with responsibilities in addition to events including donor engagement and correspondence.

Essential Duties

• Design, manage, and oversee complex special events that create an optimal experience for clients (departments at the YCBA, University groups, and outside organizations) and event attendees.
• Develop strategies to integrate events into the overall educational work of the museum. Establish short- and long-term goals and strategies for special events in consultation with the Director for Advancement.
• Ensure that events meet budgetary guidelines by soliciting proposals from caterers/vendors and negotiating costs pertaining to all arrangements. As part of the YCBA's commitment to the University's sustainability plan, work with vendors to comply with best practices for green events.
• Assess needs for space, facilities, and technical services and coordinate with necessary vendors and Yale departments.
• Ensure smooth functioning of events from inception to completion with immediate decision making. Establish and coordinate event timelines. Manage and coordinate activities of event teams to ensure excellent service and proper safety procedures.
• Negotiate contracts/letters of agreement for all events.
• Develop budgets, provide oversight of expenditures, and monitor and update program budgets as plans develop. Reconcile budgets and manage accounts payable process in a timely manner.
• Oversee the development of best practices for planning and executing events at the museum to ensure compliance with museum and University policies. Identify opportunities to improve event-related workflow and communications.
• Collect and provide content for all event-related invitations and printed programs.
• Serve as the institution-wide resource/consultant for event planning. Serve as expert resource and primary liaison for all external clients.
• Represent the YCBA with a high level of confidentiality, integrity, and professionalism as the staff person responsible for coordinating and overseeing events both internally and with other Yale departments. These include the Office of the President of Yale University, Yale Trustees, Yale Alumni Association, and Yale Office of Development and Alumni Affairs.
• Maintain the physical safety of the museum and its contents by ensuring adherence to the YCBA’s "Conditions of Use" policy.
• Working with the Director for Advancement, design donor engagement events and research new fundraising opportunities. Prepare attendee/donor briefing materials. Draft and edit donor acknowledgment letters and other correspondence. Maintain detailed prospect database records.
• Facilitate weekly logistics meeting with all relevant departments present.
• Oversee, instruct, and coordinate activities of support staff and/or student workers.
• May perform other duties as assigned.

Required Skills and Abilities

1. Proven ability to conceptualize large events with multiple components and to handle multiple responsibilities simultaneously. High level of energy with the ability to meet deadlines, prioritize, and manage multiple tasks.
2. Exceptional verbal and written communication skills. Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy. Proven ability to work with outside vendors and coworkers professionally and tactfully, and to respond to internal clients and external vendors.
3. Meticulous attention to detail and follow-through with strong organizational and account management skills. Proven ability to create and adhere to event budgets.
4. Ability to represent the museum with prominent guests and Yale officials and display a high level of discretion and confidentiality with respect to museum and donor information. Sound judgment and decision-making skills. Demonstrated resourcefulness in problem-solving and grace under pressure.
5. Sensitivity to working within a landmark building with a priceless art collection.

Preferred Skills and Abilities

1. Customer facing, preferably in a museum or cultural organization. 
2. Knowledge of art history with the ability to answer general questions about objects on view and assist visitors in finding information or location of exhibitions.
3. Willingness to acquire greater knowledge of the museum’s collections, special exhibitions, and programs.
4. Experience with event software systems, such as the Event Management System (EMS), and donor databases such as Raiser’s Edge or other similar software systems.

Schedule

Full-time, flexible schedule based upon department needs, including evenings and weekends. Schedule may include holidays and recess days when the YCBA is open to the public. 

Physical requirements

Ability to routinely and safely lift materials up to 40 pounds, stoop, bend, and kneel. Ability to stand for sustained periods of time during museum events and to work at the computer for long periods of time. Work is occasionally performed at other indoor and outdoor event sites.

Principal Responsibilities

1.  Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary.
2.  Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up. 
3.  Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers.  Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.  
4.  Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop.  Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly.
5.  Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 
6.  May develop press releases and marketing plans to enhance visibility and participation.  Collect and provide content for all related printed programs and websites.
7.  Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out.  
8.  May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in a related and three years of related experience or an equivalent combination of education and experience.