Director of Special Events

  • Union Square Hospitality Group
  • New York, NY, USA
  • Jun 13, 2019
Full time Event Management Event Planning Hospitality Marketing Relationship Management Sales

Job Description

Director of Special Events

MoMA (West 53rd St. NY, NY)

Front of House Management

Full Time


We are looking for a Special Events Director to oversee our events and catering for The Modern and the Cafes at MoMA! 

The Director of Special Events is sales and business development for Art Food Catering in MoMA and private events for The Modern.  Responsible for managing the Special Events Team to ensure efficient, enlightened and profitable events throughout The Museum of Modern Art.


Sales & Marketing

  • Collaborate with MoMA Group services on mutually beneficial marketing initiatives and to streamline booking process between Restaurant and Museum
  • Collaborate with both USHG Home Office as well as other USHG restaurants on mutually beneficial marketing initiatives
  • Nurture relationships with MoMA Group Services, Corporate Memberships, Special Events and Film Departments to promote lead sharing
  • Execute event contracts in Gather as well as insurance requirements and client addendums
  •  Nurture client relationships and Entertain prospective and existing clients
  • Segment existing business and identify new market opportunities
  • Nurture relationships with local businesses, previous clients, neighborhood groups and other strategic relationships
  • Continually monitor and benchmark competitive set in regards to experience, services and pricing to ensure best in class in product and value
  • Consistent outreach to contacts in order to keep room filled with appropriate and beneficial events
  • Create and maintain ‘Sales Kit’ for both paper end electronic purposes
  • Establish USHG as a leader in private dining sales


    Event Coordination

  • Follow-up with confirmed clients at least one month prior to event date with updated menus and next steps
  • Host client for in-person planning sessions whenever possible
  • Get event start times and descriptions at least two weeks prior to the date
  • Capture all event details, special needs, timing needs, and other special requests on BEO
  • Work closely with service team, event coordinators and restaurant management
  • Have all event information prepared for weekly BEO meeting
  • Assess event staffing requirements
  • Get guest count guarantees three business days prior to event
  • Send mass email “MoMA Catering” to alert the entire team of significant guest count fluctuations, menu changes and/or timing changes
  • Continually create systems to maximize high volume of events and event details
  • Create systems to maximize high volume of events and event details
  • Participate in follow up, feedback loop and relationship maintenance
  • Drive sales with a proactive, dynamic approach to slower meal periods and times of year


Project / Event Management

  • Work closely with coordinators and service teams in order to achieve best outcome for all parties, events and occasions
  • Possess an eye for detail and proof all Banquet Event Orders
  • Understand and continually assess staffing needs; maintain timely and clear communication with scheduling managers
  • Create and maintain systems to communicate quickly across company and process high volume of inquiries
  • Maintain a high touch, detail focused approach to each contact, guest and event
  • Liaise with guests, kitchen and service manages, vendors and others in a positive manner


  • Create and maintain systems for reliable and timely communication and dissemination of information such as BEO’s, guest lists, event updates, menus, etc.
  • Host/lead weekly BEO meeting with chefs from each restaurant
  • Prepare and distribute weekly event reports / BEOs listing all pertinent details of all events


Department Financials

  • Create annual budget
  • Actively forecast Private Dining and Event business and trends in order to maximize resources and present at forecasting meetings
  • Manage department expenses in a responsible way, keeping within agreed upon budgets
  • Create systems for efficient bookkeeping
  • Manage accounts receivable in tandem with Controller
  • Create P&L’s for buyouts and events Defining break-evens, minimums and sales goals for each type of event

Internal & External Relationships

  • Create efficient systems for dissemination of relevant event information, updates, guest lists and invitations throughout the company and Museum
  • Participate in management meetings for both businesses (The Modern and Cafes at MoMA)
  • Professionally represent USHG both with guests as well as at public functions
  • Develop relationships with key community groups, event planners and business partners
  • Foster positive relationships with all USHG restaurants in order to share best practice



  • At least 4-5 years of experience in Event Sales Management and Event coordination
  • 2-3 years of experience in a full-service restaurant preferred


Relevant Knowledge, Skills & Ability

  • Must be highly proficient in Microsoft Office applications, including Word, Excel, Outlook, and Internet Explorer
  • Familiar with Gather, Resy, Open Table, Avero and other restaurant software
  • Should be very hospitality driven with a great phone demeanor even under pressure.
  • Attention to detail
  • Must have excellent time management, interpersonal and communication skills
  • Multi-tasking
  • Excellent verbal & written communication
  • Knowledge/experience in office administration
  • Basic Accounting skills
  • Should be well spoken, friendly and organized with an attention to detail.



We are an equal opportunity employer and value diversity and inclusion at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.