Current Openings:
Special Events and Membership Manager
SUPERVISED BY: Executive Director
SUPERVISES: Interns and Volunteers
POSITION SUMMARY: The Special Events and Membership Manager is a full-time position consisting of 40 hours per week, with a variable schedule. This position is a crucial part of the Grout Museum District to ensure the delivery of high-quality client and member experience at all stages of district rentals and event planning. This person manages all rental spaces, works with clients from the public, works collaboratively with the Board, volunteers, and other staff to develop and implement fundraising and membership events, promotes the Museum’s membership program, and cultivates relationships with members, sponsors, and donors.
PRIMARY DUTIES AND RESPONSIBILITIES
Development Events and Memberships (50%)
Plan, organize, and implement a wide range of fundraising events, donor cultivation events, and members events in collaboration with the Fundraising committee, Executive Director, and other departments.
Solicit support for auctions and event sponsorships including prospecting, cold calling, and regular follow up.
Assist with growing memberships and stewarding donors and Legacy members. Identifies opportunities for members and major donor events, or special touch points, and track those interactions in Donor Perfect database.
Work with marketing staff to develop membership campaigns or promotions.
Conduct regular review of membership program and its benefits. Conduct surveys of members to improve the program.
Process membership registration forms in a timely and efficient manner.
Serve as primary member services contact to answer questions and facilitate solutions.
Work with other departments to integrate memberships and member benefits into exhibit schedules, special events and programming, etc.
Work with the Visitor Services Manager to sell memberships at admissions and set membership sale goals.
Actively solicit sales for Veteran Memorial Plaques on the Wilbur and Mildred Demmel and Melvin Juel Veterans Memorial Plaza, including processing payments, ordering, proofing and coordinating installation of the plaques.
Rentals (40%)
In partnership with other staff and departments, identify and implement strategies to secure new and repeat client for rentals. Work with the Executive Director to set goals and meet yearly revenue goals.
Coordinate all facility rentals district-wide from answering inquiries, conducting showings, generating contracts and invoices, client meetings to finalize set-up details, and perform hands-on management of events. Coordinate with Finance to ensure proper reporting.
Work with facilities/maintenance, custodial, and IT staff to discuss the needs of upcoming rentals and submit set-up sheets in a timely fashion.
Open and secure facilities before and after rental events and remain present during the event to enforce rental policies and answer questions. Coordinate with other staff if unavailable during rentals.
Enforce all Rental Policies especially in receiving appropriate deposits, use of decorations, and all alcohol services.
Complete an annual Alcohol Training Course and ensure part-time bar staff also complete the course and understand all rental policies.
Complete Post Rental Facility Check with maintenance and/or custodial staff, reports any problems to appropriate staff, and submits completed form to Facilities Manager and Executive Director.
Coordinate or complete the pre-event ironing and post-event laundry, dishes, etc. or work with Volunteer Coordinator to recruit volunteers for this task.
Order all alcohol for events and keep an inventory of all alcohol on the premises.
Update rental policies, agreements, pricings, and marketing materials in conjunction with the Executive Director and marketing department.
Keep an inventory of all supplies and cares for all items available to clients.
Manage rental department budget. Monitor supply inventories and orders supplies as needed.
Update the internal resource calendar and create a weekly schedule of upcoming events for pertinent departments.
Oversee veterans’ Wednesday morning coffees.
Work evenings and weekends as required.
Administrative (10%)
Is responsible for daily cash control procedures by completing Daily Bank Log.
Serve as liaison to the Friends of the Grout Historic Houses and assist them with their fundraising projects.
Back up the Office Assistant by answering the phone and re-direct calls as needed.
Offer special event expertise to other staff and departments as needed.
Other duties as directed by the Executive Director.
MINIMUM REQUIREMENTS
Education, Experience and Training: Minimum requirement of an associate’s degree in hospitality, events management, business, or sales or 2 years equivalent work experience. This employee must maintain a professional and friendly attitude with people of all ages, backgrounds, and experiences. Strong written and verbal communication required. This employee must be flexible and willing to work with other staff for scheduling needs. Evening and weekend work is required.
Physical Requirements and Demands: The Special Events and Membership Manager must be able to monitor rentals in buildings with multiple floors. The Snowden House does not have an elevator. The employee must be able to lift 25 pounds. This position requires a person with stamina and flexibility for varied weekly schedules. When checking on clients during a rental, there may be loud noises.
Mental Demands: This position requires a calm and friendly demeanor who can remain professional and pleasant in a range of interactions with the public. Attention to details and deadlines with the ability to set priorities, punctuality, and creativity is a must. This employee must be cooperative, flexible, and customer service oriented.
EQUIPMENT AND TOOLS: The Special Events and Membership Manager must frequently use normal office equipment, kitchen equipment including oven and dishwasher, washing machine and dryer, clothing iron or steamer, and basic cleaning equipment if needed. Will also utilize Counterpoint Point of Sale, Excel, and Donor Perfect. Must have a valid driver’s license and current auto insurance.
Full-time position of 40 hours per week.
Wage: $19.24
Benefits: Health, vision, and dental insurance
Schedule is flexible and variable based on event/rental schedule. Evenings and weekends are required.
Education: Associate’s degree (minimum) or 2 years equivalent work experience
Experience or skills: customer service, sales, business, event planning, marketing, project management, development, donor relations
Submit cover letter, resume, and 3 references to: Diane Popelka
Deadline: March 28, 2025, at 5 p.m.
No phone calls please.
Potential applicants may also apply through InDeed.