|Job Description :
Full Time 40 hours Grade 051 MAG-Development Dept
The Manager of Advancement Events plans the majority of MAG Advancement events from initial concept to execution to cultivate, steward, and grow MAG’s existing and prospective donor base. Tracks donor and prospect event engagement in Advancement system(s); pulls lists with events-based queries from database; manages event budgets.
Conceptualizes plans, directs, and executes events for the MAG Advancement Office. Works in close collaboration with the MAG Events, MAG Marketing & Engagement, and/or Central Advancement Events offices to plan and direct all details surrounding event execution, including but not limited to:
Projecting and managing events budgets. Oversees expenditures to ensure all events remain within budget.
Selection of keynote speakers and featured guests.
Design, printing, and mailing of invitations.
Arrangements for catering, special vendors, entertainment, room set-ups, A/V, presentation rehearsals, event timelines, and other services (such as off-site travel or accommodations) as needed, managing through MAG Events Office.
Overseeing logistics on-site during each event.
Recruiting and overseeing staff and volunteers for each event as needed. Develops assignment schedule.
Managing Zoom logistics for virtual events.
Advancement Stewardship Events
In close collaboration with the Museum Director and MAG Senior Staff, the Manager of Advancement Events formulates an annual line-up for MAG Advancement events, leveraging connections with artists, curators, and cultural academics to provide exclusive social/cultural engagement opportunities for donors and prospects. These events include:
Director’s Circle – Plans and coordinates a minimum of five Director’s Circle donor events per year (on- or off-site), including but not limited to lectures, receptions, luncheons, dinners, tours with curators, and special guest-speaker events, as well as ad hoc social/cultural engagement opportunities for high-level donors (when applicable).
Sponsor Recognition Receptions (for all exhibitions and as needed for other initiatives)
Marion Stratton Gould (Bequest) Society luncheon
Other stewardship events as needed
Works with the MAG Advancement Administrative Assistant to help coordinate events or experiences promised to sponsors.
In close collaboration with the Manager of Memberships & Annual Giving, the Manager of Advancement Events plans, coordinates, and implements lively and engaging member activities (such as previews or behind-the-scenes access) designed to encourage growth in membership. These events include (but are not limited to):
Preview Parties for 3-4 Docent Gallery exhibitions each year
New member events
Coordinates with staff in the Marketing & Engagement and Academic Programs departments to build on existing programming, ensuring members are aware of these opportunities to engage.
Annual MAG Fundraiser
Serve as the primary staff liaison to the Event Committee for the annual fundraiser to plan an engaging event that generates at least $50,000 in revenue for MAG.
Oversee all aspects of planning and executing logistics and details of event. Coordinate and lead committee meetings; maintain meeting agendas and minutes; and work with other staff members of committee for event needs.
Assist Museum Director and MAG Advancement Leadership in prospecting for event sponsors and audience targets.
Database Event Tracking
Manages data entry into all Advancement systems (such as the OASIS Events Module and Altru) for all MAG Advancement-related events for which the position is responsible, both pre- and post-event.
Pulls lists of prospects, guests, etc. with events-based queries from database for analysis, invitation, and follow-up.
Creates and manages budgets for Advancement stewardship events, membership events, and annual MAG fundraiser.
Works with bookkeeper to balance accounts.
Works with Director of Advancement, to forecast respective budgets and revenue.
Advancement and Membership Event Support/Staffing
Oversees the MAG Advancement Events calendar.
Staffs Membership or Engagement events as needed (anticipated to be at least one additional evening or weekend day monthly).
Other duties as assigned
Bachelor’s Degree required
A minimum of five years’ experience in Advancement/Fundraising is preferred, or a combination of relevant experience and education required.
Must have a proven track-record of successful event coordination, from concept to execution. Experience in project management a plus. Must be able to work successfully with diverse groups, including museum and University staff (leadership and peers), community volunteers, outside agencies, and tourism/hospitality representatives. Having knowledge of University of Rochester policies is a plus. Necessary skill sets include:
A strong sense of organization, attention to detail, planning, and time management.
Self-starter and multi-tasker, with an ability to prioritize well.
Effective written, verbal, and interpersonal communication skills, with demonstrated excellence in providing customer service to both internal and external stakeholders.
Initiative to tactically plan then implement execution of Director’s strategic vision and programmatic oversight.
Must be able and willing to work some evenings and weekends each month as needed.
Proficiency in Microsoft Office suite of software (especially Excel) and/or database/reporting software(s). Proficiency with Zoom webinars and meetings. Proficiency in Altru and use of various social media outlets is a plus.
Demonstrated success in working both independently and as a team member to create and implement event strategies.