Special Events & Travel Programs Coordinator

Reports To: 
Special Events & Travel Programs Manager
Employee Status: 
Full-time, Non-exempt
Primary Work Location: 
Job Summary: 

The Special Events & Travel Programs Coordinator is responsible for the administrative and logistical support of the Museum’s events and travel programs, while assisting with corporate giving initiatives for the purpose of raising funds or stewardship of current members/donors for MCASD. The occupant of this position is expected to contribute to the day-to-day operations of MCASD’s Advancement event production and travel programs, while continuing to help to bring improvement and efficiency to this area. Primary duties include supporting special event and travel program logistics, assistance with securing corporate support for events, event database maintenance (Altru), and graphic design projects related to the Museum’s special events and travel program. 

Essential Functions: 

• With the Special Events & Travel Programs Manger, assist with logistics and production for all fundraising and Advancement events from conception through execution such as developing timelines, initiating vendor proposals, maintaining graphic design projects, and recording expenses for each event.
• Administer RSVP for events and travel programs, ensuring that reservations are updated in Altru database; administer and distribute guest registration lists and event briefs, updating senior staff as needed.
• Assist the Advancement Director and Special Events & Travel Programs Manger with securing corporate event support (gifts of $5k and below) through research and development of corporate fundraising proposals.
• Initiate copy for all printed and published event materials, including invitation mailings, VIEW newsletter, website, emails, and any other collateral materials needed for each program (e.g. menus, signage, and itinerary documents). Coordinate invitation mailing lists with the Database Associate.
• Serve as a liaison to external vendors, requesting proposals and negotiating event production contracts in consultation with Special Events & Travel Programs Manager.
• Process vendor invoices, monitor invoices for accuracy and timely accounting processes.
• Coordinate production of items in preparation for seated dinners, including table seating wheels, registration lists, and place cards.
• Coordinate production of items for the travel program, including attendee itinerary booklets, welcome gifts, and thank you notes.
• Provide research assistance on group travel destinations for Collectors Circle travel program.
• Work in conjunction with the Database Associate to complete pre-event projects including check-in lists, name tags, registration packets, table cards, signage, etc.
• Maintain MCASD event archive, to include collateral material, image archive, and recording attendance information in Altru database.
• Support on-site event logistics, including check-in process and event timelines.
• Coordinate bi-monthly Board of Trustee meetings with the Director’s Office.
• Maintain MCASD’s calendar of events, and ensure that events do not conflict with Museum’s internal calendar, holidays or other organization schedules; produce monthly calendar of events for Collectors Circle members.
• Update and maintain information in Altru database to reflect issued invitations, RSVPs, and attendance and provide any data support that may be required for each event.
• Apply for special event permits as needed.
• Work additional hours including some weekends and/or after regular business hours as needed.
• Follow safety policies and procedures to ensure a safe work environment.
• Other duties as assigned.

Knowledge, Skills & Experience: 

• B.S or B.A. degree and general knowledge of art history and three years recent, relevant experience plan¬ning and coordinating special event or equivalent education and experience. Experience working with corporate sponsors is desirable. Interest in and knowledge of contemporary art is desirable.
• Ability to produce high-quality work on deadline; comfortable managing simultaneous projects, priorities, and deadlines. Be quick acting, self-motivated, detail-oriented, and maintain consistent productivity. Results-driven with the aptitude for creative problem solving.
• Strong project management and problem-solving skills and demonstrated ability to work in a demanding environment.
• Strong verbal communication skills. Strong presentation skills. Strong writing, editing, and proofreading skills.
• A working knowledge of fundraising principles and practices.
• Ability to successfully manage and adhere to budgets and deadlines.
• Strong computer skills. Knowledge of Altru database or comparable donor management system preferred.
• Ability to work effectively under pressure, work harmoniously with other staff and vendors, observe the highest level of discretion and confidentiality with sensitive information, and interface appropriately with high-level donors and patrons. Ability to maintain a professional, polished demeanor and appearance. 

Physical Requirements:
Ability to see, listen, and talk for extended periods. Ability to perform repetitive motions, making substantial movements of the wrists, hands, or fingers. Ability to use a keyboard for extended periods. Ability to remain in a sedentary or standing position for extended periods. Ability to lift, carry, push, or pull, exerting up to 10 pounds or a negligible amount occasionally, or otherwise move objects, including the human body.

Background Checks and Special Licensing:
Criminal background check.

To Apply:
For candidacy consideration, please submit resume and personalized cover letter to jobs@mcasd.org. Please reference in the Subject line: 201904, Special Events & Travel Programs Coordinator