JOB TITLE: Special Events Assistant
DEPARTMENT: Development
REPORTS TO: Director of Special Events
ABOUT THE NEW YORK HISTORICAL New York's first museum, The New York Historical is a leading cultural institution documenting over 400 years of American history through a peerless collection of art, documents, and artifacts. Our offerings span groundbreaking exhibitions; acclaimed educational programs for teachers and students nationwide; and thought-provoking conversations among leading scholars, journalists, and thinkers about the past, present, and future of the American experiment. The New York Historical is a museum of museums and a collection of collections. We are home to the Patricia D. Klingenstein Library, the Center for Women's History, the Reiss Family Graduate Institute for Constitutional History, the Dorothy Tapper Goldman Center for Teaching Democracy, the DiMenna Children's History Museum, and the future American LGBTQ+ Museum. We elevate the perspectives and scholarship that define the United States' democratic heritage and challenge us all to shape our ongoing history for the better.
JOB SUMMARY The New York Historical is looking for a full-time events professional to serve as our Special Events Assistant. Reporting to the Director of Special Events, the Special Events Assistant provides critical administrative support for the Special Events Department and assists with the planning and execution of both Rental events, as well as high-level Donor and Membership events for New York Historical. This candidate should be meticulously detail oriented, proactive and possess a positive can-do attitude. The ideal candidate will demonstrate excellent organizational and administrative skills, and the ability to complete tasks efficiently.This is a full-time, non-exempt position with a base 35 hour per week schedule; however, this person may need to work early and/or late hours, long days, and on nights and weekends based on the events schedule.
ESSENTIAL JOB DUTIES Administrative Duties - Assists Department of Special Events with rental event inquiry communications, as well as scheduling site visits with clients and vendors;
- Maintains tracking and expense reports related to DSE expenses;
- Works with Department of Special Events on financial reports;
- Assists Department of Special Events with scheduling of calendar holds and bookings for events on Master Calendar;
- Prepares event contracts and invoices for clients pre & post event;
- Corresponds with client about packages before and after events;
- Interacts with other New York Historical departments to determine the availability of spaces, considering all museum activity as a priority while thinking creatively about how to accommodate both rental and Development events;
- Collaborates with the Department of Special Events members on marketing strategies for e-blasts, venue listing sites, advertising, social media, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships;
- Creates and updates agendas for Department of Special Events' weekly meetings with AV, Catering, Museum Department and Operations;
- Maintain CRM of clients, for email blasts, holiday cards, brochure delivery, and other marketing initiatives.
Special Event Production - Support the Director of Special Events with execution of Development events (such as Exhibition Openings, Cultivation Dinners, Membership Events);
Cultivation Dinners + Marquee Events
- (5-10) Dinners with History (Cultivation Dinners) at the Museum
- (5-10) Donor Stewardship and Cultivation Events at the Museum
- (1) off-site event in Palm Beach
- (1) off-site event in East Hampton
- Coordinates with catering, florist, any other vendors for proposals through payment;
- Coordinates with internal AV team for event needs;
- Creates master calendar bookings;
- Creates Set up Memo and distributes;
- Oversees onsite set up through breakdown of event.
Exhibition Openings (4-6 per year)
- Create invitations
- Communicate with Museum department for imagery, Communications department for creation and distribution, Development department for inviting lenders, donors, members, work with all stakeholders for rounds of invite edits, and distribution to designated lists;
- Track RSVP's through zkipster platform;
- Manages Check-in through zkipster platform;
- Coordinates with catering, florist, any other vendors for proposals through payment;
- Coordinates with internal AV team for event needs;
- Creates master calendar bookings;
- Creates Set up Memo and distributes;
- Oversees onsite set up through breakdown of event.
- Support the Director with submission of all invoices and check requests for payment, throughout the process of planning large internal events.
- Track all expenses and work with the Director to manage the budgets for all of the events, and keep Box files organized;
- Works events (mornings, nights and some weekends may be required);
- Participates in the production of internal Development events, such as Annual Fundraisers, Cultivation Dinners, and Exhibition Openings;
- Maintain organization of DSE Closet of liquor, and supplies such as frames, votives, signage, and swag for clients.
REQUIREMENTS - Bachelor's degree or equivalent;
- A minimum of 2 years in administrative role; experience with a cultural organization or as an executive assistant, preferred;
- Computer skills including Microsoft Office Suite, Google Suite, Event Software (preferably Zkipster) and experience with floor plan software such as AllSeated, Photoshop, InDesign or Canva is a plus;
- Proficiency with Tessitura CRM software, preferred;
- Confidence to speak with donors and leadership;
- Ability to multi-task and problem solve;
- Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly;
- Relevant experience at Museums, both on catering and museum side of hospitality a bonus;
- Ability to work independently, in a fast-paced environment;
- Strong commitment to diversity, equity, inclusion, belonging and antiracism;
- Commitment and enthusiasm for New York Historical, its mission and its future.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job. Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily. Sedentary computer work is also required.
COMPENSATION & BENEFITS The expected salary for this position is $50,000. The New York Historical provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:
- Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
- Medical, dental, vision and life insurance;
- Short and long-term disability coverage options;
- 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
- Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
- Employee Assistance Program for all employees and their families;
- 20% discount at the NYHistory Store;
- Free admission to various museums and cultural institutions across the city.
COVID-19 VACCINATION POLICY
To ensure the overall health and safety of The New York Historical community, all newly hired employees of New York Historical are required to be fully-vaccinated with an FDA or WHO approved vaccine against COVID-19 as a condition of employment, absent qualifying exemptions for medical, religious, or other reasons in accordance with all applicable laws.
Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job description describes you, then please apply for this role.
The New York Historical is an Equal Opportunity Employer.