Special Events Assistant

JOB TITLE: Special Events Assistant DEPARTMENT: Development REPORTS TO: Director of Special Events ABOUT NEW-YORK HISTORICAL SOCIETY Founded in 1804, the New-York Historical Society is one of America’s preeminent cultural institutions and the first museum in New York City.
Located across from Central Park in the heart of the vibrant Upper West Side, New-York Historical is a beautiful landmark building that accommodates a wide variety of events.
With an impressive collection of artwork and artifacts showcasing America’s history through the lens of New York, and engaging exhibitions that reveal the impact of history on our lives today, New-York Historical offers a striking and sophisticated setting for entertaining.
We are excited to welcome event guests both local to New York and from around the globe.
Proceeds from our rental program support the New-York Historical Society and its programs.
JOB SUMMARY The New-York Historical Society is looking for a full-time events professional to serve as our Special Events Assistant.
Reporting to the Director of Special Events, the Special Events Assistant is a client-facing member of the team that plans and executes Special Event rentals for New-York Historical, as well as high-level donor and membership events.
This candidate should be meticulously detail oriented, proactive and possess a positive can-do attitude.
The ideal candidate will demonstrate excellent organizational and administrative skills, and the ability to complete tasks efficiently.
This is a full-time, non-exempt position with a base 35 hour per week schedule; however, this person may need to work early and/or late hours, long days, and on nights and weekends based on the events schedule.
ESSENTIAL JOB DUTIES Administrative Duties Assists Department of Special Events with scheduling site visits with clients and vendors; Maintains tracking and expense reports related to DSE expenses; Works with Department of Special Events on financial reports; Assists Department of Special Events with scheduling of calendar holds and bookings for events on Master Calendar; Prepares event invoices for clients pre & post event; Follows up with phone calls and e-mails related to event inquiries; when needed; Corresponds with client about packages before and after events; Interacts with other New-York Historical departments to determine the availability of spaces, considering all museum activity as a priority while thinking creatively about how to accommodate rental events; Collaborates with the Department of Special Events members on marketing strategies for e-blasts, venue listing sites, advertising, social media, and marketing initiatives such as mailings, holiday gifts, client entertaining opportunities, and partnerships; Creates and updates agendas for Department of Special Events’ weekly meetings with AV, Catering, Museum Department and Operations; Maintain CRM of clients, for email blasts, holiday cards, brochure delivery, and other marketing initiatives.
Special Event Production Support the Director of Special Events with execution of Development events (such as Exhibition Openings, Cultivation Dinners, Membership Events); Cultivation Dinners + Marquee Events (5-10) Dinners with History (Cultivation Dinners) at the museum (2) consecutive off-site events in Palm Beach (January + February) (1) off-site event in East Hampton in August Coordinates with catering, florist, any other vendors for proposals through payment; Coordinates with internal AV team for event needs; Creates master calendar bookings; Creates Set up Memo and distributes; Oversees onsite set up through breakdown of event.
Exhibition Openings (4-6 per year) Create invitations Communicate with Museum department for imagery, Communications department for creation and distribution, Development department for inviting lenders, donors, members, work with all stakeholders for rounds of invite edits, and distribution to designated lists; Track RSVP’s through zkipster platform; Manages Check-in through zkipster platform; Coordinates with catering, florist, any other vendors for proposals through payment; Coordinates with internal AV team for event needs; Creates master calendar bookings; Creates Set up Memo and distributes; Oversees onsite set up through breakdown of event.
Support the Director with submission of all invoices and check requests for payment, throughout the process of planning large internal events.
Track all expenses and work with the Director to manage the budgets for all of the events, and keep Box files organized; Works events (mornings, nights and some weekends may be required); Participates in the production of internal Development events, such as Annual Fundraisers, Cultivation Dinners, and Exhibition Openings; Maintain organization of DSE Closet of liquor, and supplies such as frames, votives, signage, and swag for clients.
REQUIREMENTS Bachelor’s degree or equivalent; A minimum of 2 years in administrative role; experience with a cultural organization or as an executive assistant, preferred; Computer skills including Microsoft Office Suite, Google Suite.
Event Software (preferably Zkipster) and experience with floor plan software such as AllSeated, Photoshop, InDesign or Canva is a plus; Confidence to speak with donors and leadership; Ability to multi-task and problem solve; Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly; Relevant experience at Museums, both on catering and museum side of hospitality a bonus; Ability to work independently, in a fast-paced environment; Strong commitment to diversity, equity, inclusion, belonging and antiracism; Commitment and enthusiasm for New-York Historical, its mission and its future.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.
Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily.
Sedentary computer work is also required.
COMPENSATION & BENEFITS The expected salary range for this position is $47,500 - $50,000.
The successful candidate will be offered a salary within this range based on specific factors such as their individual qualifications, experience, and internal equity considerations.
New-York Historical Society provides a generous benefits package for eligible employees to support their health and wellbeing, which includes: Paid time off, including vacation, sick and personal days, and holidays observed by the Museum; Medical, dental, vision and life insurance; Short and long-term disability coverage options; 403(b) retirement plan with eligibility for employer contributions following one year of full-time service; Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses; Employee Assistance Program for all employees and their families; 20% discount at the NYHistory Store, Cafe 77 and Clara restaurant, located within the Museum; Free admission to various museums and cultural institutions across the city.
COVID-19 VACCINATION POLICY To ensure the overall health and safety of the New-York Historical Society community, all newly hired employees of the New-York Historical Society are required to be fully-vaccinated with an FDA or WHO approved vaccine against COVID-19 as a condition of employment, absent qualifying exemptions for medical, religious, or other reasons in accordance with all applicable laws.
Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications.
We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role.
If much of this job description describes you, then please apply for this role.
The New-York Historical Society is an Equal Opportunity Employer.