Bostonian Society Boston, MA, USA
Oct 10, 2019Full time
EVENTS MANAGER AT OLD SOUTH MEETING HOUSE OLD SOUTH MEETING HOUSE Where the Boston Tea Party began in 1773! Built 1729; Saved from demolition 1876 Incorporated as a museum & historic site 1877 Old South Meeting House, a museum, historic site, and active meeting place in downtown Boston, seeks an entrepreneurial professional to manage 40+ events each year, including rentals for corporate events and weddings and free public events and programs. The Events Manager also oversees the planning and execution of signature programs such as the annual Boston Tea Party Reenactment. The Events Manager effectively manages all logistics for internal programming and external clients to create high quality events at OSMH. This includes comprehensive administrative functions and effective coordination with colleagues, contract partners, and vendors to ensure successful execution of all events within the iconic national landmark museum building. This is a high-volume environment where work productivity, process efficiency, and effective communication skills are a must. Working with colleagues in the education, development, and marketing departments, the Events Manager will have the opportunity to expand the events business as well as build and supervise the event staff necessary to support that growth. The Events Manager will be responsible for all events at Old South Meeting House. In April, the boards of the Old South Association in Boston (the owner of the Old South Meeting House) and the Bostonian Society (the primary steward of the Old State House) announced their decision to pursue a merger. It would likely occur in January 2020, at which time the Events Manager’s duties would expand to cover events at both sites. This is an extraordinary opportunity to work within one, and then two, national landmark buildings that offer unique event settings on Boston’s Freedom Trail. This is a full-time exempt salaried position with benefits, requiring some evening and weekend hours. The Events Manager will initially report to the Interim Executive Director at Old South Meeting House. Upon the possible creation of a combined organization, the Events Manager would report to a member of the new organization’s senior leadership team. Responsibilities include: Event Rentals Expand the existing event rentals business and develop it into a significant source of earned income, including corporate events, non-profit programs, and weddings (ceremonies and receptions), while ensuring the building's physical well being is not compromised Manage the entire process of venue rental from first contact to post-event wrap up. This includes interacting with clients; drafting contracts; securing payment; working closely with clients to troubleshoot before, during, and after events. Provide administrative support for event rentals, including field rental inquiries; communicate general pricing and date availability; manage calendar holds; and coordinate walk-throughs with potential clients, vendors, and partners Prepare proposals, contracts, invoices, and receipts for confirmed and potential clients Ensure high level of satisfaction of event rental clients Follow up on any issues that clients report after the event to ensure client satisfaction and to improve event management. Responsible for reaching the client to rebook the event for the following year or requesting additional information for other potential business opportunities Programs Be responsible for managing event logistics for all OSMH-sponsored events and public programs and for Partners in Public Dialogue events (free events offered by other nonprofit organizations using OSMH as a venue) Overall Collaborate with colleagues in the education, development, and marketing departments to support their initiatives and expand the events business, which is an important source of earned income supporting the organization’s mission Work with colleagues to set the annual budget for event rental revenue and expenses and be responsible for managing event rental expenses and meeting annual revenue projections Process event reservations, deposits, and payments in Blackbaud software Plan, develop, and oversee management and maintenance of all event equipment and systems, including audio, visual, and lighting Hire, train, and supervise all event staff, including event managers Qualifications and Experience: Energetic and enthusiastic individual with four+ years of experience in event planning and management (pre-event, during the event, and post-event). Experience managing weddings is a plus. Experience with outbound marketing and/or building a book of business Strong interpersonal skills (communication, listening, decision-making, and problem-solving) with the ability to work effectively with internal departments, clients, vendors, and external partners Excellent written and oral communication skills The ability to effectively prioritize, manage, and execute tasks with accuracy while balancing multiple events High level of organization, attention to detail, and follow-through Excellent project and time management skills The ability to thrive while working both independently and collaboratively Experience working under pressure, remaining calm and effective, anticipating problems and identifying solutions Availability to work evenings and weekends is required Must be able to perform job duties that require stooping, bending, moving tables and chairs, climbing stairs, and standing for long periods of time To Apply: Applications must include (1) a cover letter explaining why you are interested in this position and the ways in which you satisfy the qualifications specified above and (2) your resume. We encourage you to apply as soon as possible as we will be evaluating applications on a rolling basis. Send resume and cover letter to email@example.com . For more information on Old South Meeting House, please visit their web site at www.osmh.org .