Special Events Manager

About The Shed

The Shed is a new cultural institution of and for the 21st century. We produce and welcome innovative art and ideas, across all forms of creativity, to build a shared understanding of our rapidly changing world and a more equitable society. In our highly adaptable building on Manhattan’s west side, The Shed brings together established and emerging artists to create new work in fields ranging from pop to classical music, painting to digital media, theater to literature, and sculpture to dance. We seek opportunities to collaborate with cultural peers and community organizations, work with like-minded partners, and provide unique spaces for private events. As an independent non-profit that values invention, equity, and generosity, we are committed to advancing art forms, addressing the urgent issues of our time, and making our work impactful, sustainable, and relevant to the local community, the cultural sector, New York City, and beyond.

About the Role

Reporting to the Senior Director of Development, the Special Events Manager is an integral member of The Shed’s Development team, overseeing a comprehensive annual program of donor events each year, including behind-the-scenes events, opening-night parties, cocktail parties, Q&As, private home events, donor dinners, and The Shed’s annual gala. The position is responsible for effectively planning, organizing, and executing events of varying sizes and complexity, with a major focus on managing logistical elements, such as caterers, vendors, facilities, A/V, awards, and rentals, as well as the creation of event timelines, invitation lists, invitations, and other communications. This position works in a highly collaborative context and must excel at understanding and implementing the vision, objectives, and expectations of multiple internal and external stakeholders.

This position works closely with the Development team, Program and Civic staff, Marketing and Communications, Production, Facilities, and leadership to create events and experiences that build community, share The Shed’s vision, strengthen relationships, and inspire philanthropy. This position must be adept at working in a fast-paced environment with multiple, evolving priorities. The incumbent is required to practice excellent judgment, interpersonal communication, and political acumen.

Key Responsibilities include, but are not limited to: 

Event Planning and Coordination

• Plan and manage an annual calendar of donor events of varying scales and complexity
• Consult with internal and external stakeholders on all details regarding all assigned events
• Plan, organize, and coordinate all logistical and technical aspects of donor events, including investigating, securing, and contracting appropriate event locations, permits, and vendors; place orders and process payments; arrange vendors and suppliers; determine and coordinate staffing needs; as well as arrange and test technology needs
• Manage efforts in partnership with the Marketing, Program, Production, Facilities and Civic teams to plan opening night celebrations for each production
• Support the Senior Director of Development and Chief Development Officer in fostering relationships with gala leadership and with major donors hosting events, facilitate engagement with their networks, and collaborate on event design and flow to meet their vision and the needs of attending guests and participating artists
• Liaise with vendors, clients, colleagues, and customer support to develop and maintain good working relationships internally and externally
• Provide support for event speakers, donors, board members, artists, colleagues, and guests leading up to, during, and after events
• Develop and present comprehensive staff schedules and program timelines, maintaining departmental and organizational calendars with important, updated information, as well as collaborate with departmental leadership on event briefings
• Coordinate all post-event analysis through the creation and circulation of post-event feedback forms
• Partner with Senior Director of Development and Chief Development Officer to set income and expense projections for the annual gala, monitor results, and adjust the model as needed

Invitation and List Management

• Oversee the creation and management of all event invitation lists
• Develop clear and consistent processes for list development, invitation distribution, RSVP tracking, and record-keeping in database
• Solicit input from internal and external stakeholders in developing and managing invitation and attendance lists
• Exercise a high degree of political acumen in navigating tiered, exclusive, and VIP invitation lists
• Coordinate the drafting, approval, and distribution of all invitations, as well as related event communications and collateral; follow up on RSVPs for pertinent event invitations
• Ensure that relevant event and constituent data is accurately and optimally tracked in Tessitura

Event Budgets and Spending

• Analyze historical event budgets and pursue opportunities for cost savings, without jeopardizing event objectives or audience expectations
• Negotiate rates with vendors prior to confirming all bookings and contracts
• Ensure events are executed within the allotted budget and that payments meet all deadlines
• Working in tandem with the Finance team, receive and file all invoices, complete all necessary financial forms and supporting documentation, and track expenses
• Assume responsibility for authorizing credit card use and reconciling expenses in compliance with business policies

Required Qualifications

• Five to seven years experience working in special events within a cultural institution, performing arts facility, or arts organization
• Thorough knowledge and understanding of the concepts, principles, and best practices of event planning, including event design, organization, marketing, budgeting, and production
• Exceptional organizational and project management skills
• Proven ability to plan and implement multiple simultaneous projects and events in a complex institutional environment
• Highly developed written, verbal, and interpersonal communication skills
• Ability to communicate essential information clearly and concisely to stakeholders, staff, vendors, and guests
• Proven ability to work on multiple tasks and events simultaneously
• Skilled at effectively managing competing stakeholder priorities and establishing clear timelines and work plans
• Excellent clerical and computer skills required including proficiency with MS Word and Excel; working knowledge of Tessitura strongly preferred
• Demonstrated ability to develop project budgets, manage vendor relationships, and meet project goals within time and budget constraints
• Ability to maintain a high standard of productivity and exceptional attention to detail within a broad scope of responsibility and despite regular interruptions
• Ability to complete a large volume of diverse tasks and meet established deadlines
• Excellent judgment, decision-making, and problem-solving skills, including skill in determining those issues that need to be brought to management’s attention
• Organizational skills to establish priorities, be resourceful, manage work independently, and complete goals and objectives

Preferred Qualifications

• Knowledge and appreciation of distinctive mission, vision, and institutional impact; ability to think strategically and creatively about the role of events in advancing goals
• Experience planning programs and events in collaboration with volunteer leaders and committees, particularly for annual fundraising events
• Demonstrated success in securing in-kind donations, sponsorships, event hosts, and other partnerships that can offset event costs
• Knowledge of current trends and innovations in dining, events, and entertainment
• Experience with Tessitura and Momentus/VenueOps

Compensation

The salary range for this position is $70,000-75,000 per year. Compensation is commensurate with experience.

Schedule

This position requires working some nights and weekends with advance notice.

Application Process

Interested candidates should complete an application and submit résumé and cover letter in a single Word or PDF document saved as candidate's first and last name through our Career Center. Only résumés and cover letters submitted in this format will be reviewed. 

The Shed is dedicated to building an equitable environment that is mixed across lines of difference and strongly encourages applications from Black, Indigenous, people of color, women, transgender, and nonbinary candidates. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the arts field are strongly encouraged to apply. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.