Development Events Coordinator

Development Department

Under the direct supervision of the Development Operations Manager, the Development Events Coordinator manages development-related events, including the annual gala, donor cultivation and stewardship events, exhibition openings and sponsor events.

Essential Duties and Responsibilities

Development Events

• Working with the Development Department, establish an overall fundraising events strategy, clarifying goals, outcomes and metrics of success for each event.
• Manage 4-6 events per year associated with Museum programming such as exhibitions, education programming, award-related events, and public programs.

• Coordinate 4-6 donor cultivation receptions and dinners annually, either on-site or off-site, in Washington and New York, including board receptions.
• Coordinate private functions for donors and sponsors entitled to Museum space usage benefits; respond to inquiries about space use.
• Communicate with other Museum departments, including Visitor Services and the Executive Director, to ensure that all parties have the information needed to support each event successfully.
• Maintain master development events calendar.
• Working with Marketing & Communications Department, coordinate the design and distribution of printed or email event invitations for Museum events.
• Manage guest lists, rsvps, and check-ins for all Museum events, including in Social Tables and DonorPerfect Online, communicating with guests as needed, including after the event.
• Maintain relationships with key event vendors (incl. catering, floral, lighting, décor), solicit bids, and manage day of logistics.
• Ensure that Museum staff members are fully briefed for events, providing prepared guest bios for relationship managers.
• Conduct internal debriefing discussions and document lessons learned, as appropriate. With the operations manager, track event metrics and create tools for benchmarking and assessing the success of an event.

Annual Gala

• Support the institutional giving team in fundraising efforts for the annual gala, the Museum’s largest donor event.
• Lead event logistics (catering, seating, presentation, etc.).
• Work with the institutional giving team in developing the electronic Save the Date, printed suite of materials (invitations), and overall event design. Assist with production of all promotional materials.
• Coordinate logistics with all event vendors.
• Input and manage the guest list in Social Tables.
• Coordinate day-of volunteer efforts as needed.

Other Responsibilities

• Serve as a member of the development staff, participating in the planning and activities of the department.
• Share Reception duties as needed.
• Perform other duties as assigned.

Qualifications and Requirements

Specific requirements include:

• Bachelor’s degree and a minimum of two years event experience or similar.
• Full command of Microsoft Office Suite.
• Knowledge of donor and/or event databases a plus.
• Excellent organizational, interpersonal, and written and verbal communication skills required.
• Must be creative, self-motivated, detail-oriented, flexible, and able to meet tight deadlines and work independently as well as collaboratively.
• Superior project and time management skills.
• Ability to adapt quickly to changing circumstances and needs.
• Many evening and some weekend hours required.

ADA SPECIFICATIONS

• While largely sedentary, this position requires the ability to sit, stand, lift up to 20 lbs, speak and to hear, sometimes for extended periods of time.
• Requires the ability to use a computer and office equipment traditionally found in office settings.

To apply, send cover letter and resume (subject line: Development Events Coordinator) to recruitment@nbm.org. Applications will be evaluated on a rolling basis.