Special Events Manager

Carnegie Museums of Pittsburgh•Pittsburgh, PA

14d

About The Position

There's no cultural organization in the world quite like Carnegie Museums. With a legacy of discovery and outreach dating back to 1895, today we are a family of four diverse, dynamic museums; Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We're committed to being inclusive, both onsite and online, and to exploring with our audiences the big ideas and issues of our time. Carnegie Museums is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community. This Full-Time position is eligible for the Carnegie Museums' many Benefits. Please scroll to the bottom of this page to see information on the starting pay rate. The Special Events Manager develops and fosters business through selling special event rentals of all kinds to meet or exceed specific sales calls, site visits, and revenue goals set by the Director on a per month & annual basis for the department. The Special Events Manager works with the Director on fostering relationships with long standing clients, and building relationships with new clients, turning them into repeat clients. They are responsible for planning and working of events and are all billing, invoicing, payment receipts, daily deposits, and survey responses for all Carnegie Museum’s special events at all locations. The Special Events Manager runs management reports, creating, and sharing reporting of events into the shared network or company intranet, reports attendance to the various financial managers at each location, participates in security and safety compliance at Carnegie Museums, and assists other managers as needed in learning the procedures/processes for special events. They must provide a high level of customer service to clients and staff and be willing to go above and beyond to exceed a client’s expectations.

Requirements

Bachelor’s degree required – in hospitality, hotel or event management, preferred.
Minimum of five years of event managerial experience, preferably in a similar client service setting, or event venue.
Must have excellent interpersonal, writing, accounting, financial and oral communication skills. Ability to effectively communicate with all levels of staff and leadership within the museum.
Close attention to detail is critical – knowing when to get assistance.
Must be efficient at multitasking, providing attention to client and staff needs, while keeping the mission of the museum in mind.
Previous sales, event servicing, billing and customer management skills are required.
Ability to transport special event materials (weighing up to 30 pounds) that would otherwise require lifting and carrying.
Must be able to perform job duties that would otherwise require stooping, bending, walking, sitting and standing for long periods of time.
Must be able to work varied schedules including holidays, weekends, and evenings.
Ability to work in various locations and conditions.

Nice To Haves

Knowledge of Event & Diagram Software a plus.
Familiar with personal computing software, including Microsoft office suite and databases a plus.

Responsibilities

Proactively promote and sell the rental of the facilities, using professional and competitive tactics to all potential users, as an attractive venue for private entertaining, business meetings and musical performances with the purpose of generating revenue for Carnegie Museums.
Provide prompt response to inquiries (via the phone, web, or email)
Treat every potential client with maximum respect and customer service.
Participate in event related outreach and network opportunities.
Participate in event related meetings.
Provide excellent customer service to all clients, Foster a spirit of collaboration and cooperation between the Special Events department and other Carnegie Museum’s departments and personnel.
Promptly send invoices out to all clients after their event, ensuring all payments have been received, surveys have gone out and have been received back.
Follow up with all clients and suggest/ offer rebooking opportunities.
Responsible for sending a thank you note from the department after each event to every client.
Report any issues clients report after the event to ensure client satisfaction and to improve event management to the Assistant Director of Special Events.
Assists with the monitoring of revenue and expense of the annual budget and forecasts to ensure sound fiscal management and profitability.
Assist in maintaining the highest level of event facility and building appearance, reporting issues to special event leadership as they arise.
Can independently solve problems, knowing when to seek additional managerial assistance.
Ability to work successfully in an environment with frequent interruptions.
Coordinate and promote the use of our exclusive vendors to ensure proper planning, scheduling and level of quality with respect to all events.
Promotes other Carnegie Museums products and services to achieve maximum exposure of programs and services to increase revenue for Carnegie Museums.
Displays courtesy, sensitivity and tolerance when dealing with any employee, client, or public.
Projects professional & positive image and attitude at all times.
Works with the Director, Special Events & Retail Foodservice, and other museum staff, foodservice vendors, and external clients, including museum programs, foodservice or stores on initiatives to improve efficiency, customer service and profitability of the Special Events department.
Participate with the other Carnegie Museum components in tradeshows, bridal shows, and any other outside exhibiting opportunities.
Work and plan events, based on needs of the department.
Complete other projects, as requested by management.
The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.