Senior Special Events & Travel Programs Associate

• Maintain the organization’s master calendar in Tripleseat; oversee venue availability, space booking, calendar changes, and all event internal bookings for venue spaces; attend and report on regular cross-departmental venue logistics meetings.
• In consultation with the Director of Special Events, coordinate and implement events and travel programs for the Museum’s Advancement Department, the Directors’ Office, Education & Engagement, and Curatorial Department, including fundraising galas, exhibition openings, public lectures, board and trustee committee meetings, Director and Curator Circle trips, Field Trips, and more.
• Assist with day-to-day operations in the Events Department, responding to inquiries and providing follow-up with vendors, and internal clients.
• Provide project management and administrative support for events and travel programs by coordinating vendors, working with internal stakeholders, developing content, and creating event timelines and briefings, and more.
• Maintain key event data in Altru, Tripleseat, and archival databases, including invitation lists, tracking RSVPs, seating assignments, and budgetary information
• With the Director of Special Events, oversee logistics and production for all internal events and travel programs from conception through execution such as developing timelines, initiating vendor proposals, maintaining graphic design projects, coordinating staffing plans, and recording expenses for each event.
• Working with the Director of Special Events, establish event expense budgets and support the cost-effective execution of the budget.
• Initiate copy for printed and digital event and travel materials, including invitations, newsletters, 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 Coordinator.
• Serve as a liaison to external vendors, requesting proposals and negotiating contracts in consultation with the Director of Special Events.
• Coordinate production of items in preparation for seated dinners, including table wheels, list of attendees, and place cards.
• Coordinate production of items for the travel program, including attendee itinerary booklets, welcome gifts, and thank you notes.
• Coordinate with the Database Manager and Membership Associate on pre-event printing projects including check-in lists, name tags, registration packets, table cards, signage, etc.
• Support on-site event logistics, including vendor arrival, attendee check-in process, and production timelines.
• Coordinate post-event reports and organize team recaps following fundraising events as well as Member and IC/CC events.
• Coordinate bi-monthly Board of Trustee meetings with the Director’s Office.
• Conduct site visits with vendors, internal departments, and other partners in preparation for events; produce layouts, timelines, and internal reports to ensure successful execution.
• Provide on-site support for select events, working closely with Event Operations Manager to ensure that MCASD policies and procedures are observed by all vendors, patrons, and guests.
• Interact diplomatically and build productive relationships with vendors, clients, patrons, and colleagues.
• Work additional hours, including some weekends and/or after regular business hours as needed. 
• Follow policies and procedures to ensure a safe work environment.
• Other duties as assigned.

Last updated on Nov 15, 2024