Assistant Development Officer For Events

Description:

GENERAL STATEMENT OF RESPONSIBILITES & DUTIES:

As the Assistant Development Officer for Events, you will manage a portfolio of Development events from planning to execution. In coordination with Curatorial and administrative teams, you will oversee the guest lists, invitations, RSVPs, and correspondence to donors, trustees and corporate sponsors. You will track event budgets, coordinate event staffing, and assist with event logistics.

PRIMARY RESPONSIBILIES & DUTIES:

• Oversee event planning and management for approximately 5–10 exhibition openings per year, including: working with curatorial and administrative (Special Events, Design, Communications, etc.) colleagues, data entry, guest list compilation, invitation mailings, RSVP tracking and guest follow-ups, event staffing, budget tracking, and more

• Manage the planning and execution of certain ad hoc events, such as behind-the-scenes donor tours, lunches, retirement parties, memorial services, etc.

• Together with the team’s Development Assistants, provide support to the Deputy Chief Development Officers with event invitation list management, electronic and printed invitation mailings (mail merges, list clean up, etc.), guest response tracking and follow-ups, monitoring shared email and phone inboxes, and other tasks as needed

• Provide general assistance with event logistics before, during, and after events (includes some nights and weekends)

• Other duties as assigned

REQUIREMENTS & QUALIFICATIONS:

• 2-3 years event management experience required

• Bachelor’s degree preferred

• Thorough knowledge of, and experience, with Tessitura (or comparable donor database), including list management, constituent updating, and reporting

• Candidate should be a self-starter and feel comfortable working independently, with the ability to multitask several projects at once

• Outstanding ability to work well under pressure on a variety of projects; candidate should be comfortable working in a very fast-paced, deadline-oriented environment

• Due to significant top-level donor contact, excellent interpersonal skills are essential (professional, discrete, and diplomatic)

• Computer literacy (Microsoft Office suite—including Teams and Microsoft Forms—and other virtual meeting platforms, etc.) required; previous experience with Photoshop and Launchmetrics (or similar web-based invitation and check in platform) preferred