Event Manager

$65,000 - $70,000/Yr

American Museum of Natural History - New York, NY

Full-time - Mid Level

New York, NY

Museums, Historical Sites, and Similar Institutions

About the position

The American Museum of Natural History is seeking a full-time Event Manager to join its Events and Conference Services department. This role is pivotal in coordinating, planning, and executing both internal and external events that not only generate revenue but also align with the Museum's overarching goals. The Event Manager will serve as the primary contact for clients, promoting the Museum as a premier event venue while addressing operational challenges and showcasing the unique resources available at the Museum. The ideal candidate will be dedicated to providing exceptional customer service and will strive to meet client expectations by fostering effective relationships and delivering projects to the highest standards. Key attributes for success in this role include excellent judgment, problem-solving abilities, project management skills, and strong organizational capabilities. The Event Manager must be adept at managing multiple tasks and timelines, ensuring that every detail is attended to from the planning phase through to execution. Key responsibilities include communicating the venue's capabilities and policies to clients, managing a portfolio of event bookings, and acting as a liaison between the in-house caterer and various stakeholders. The Event Manager will also oversee logistics for events, ensuring that all aspects such as room setup, catering, audiovisual needs, security, and vendor coordination are handled efficiently. Additionally, the role involves controlling expenses, preparing invoices, and generating profit/loss reports, as well as maintaining the Museum's booking management software, Momentus. The position requires flexibility in scheduling, including early mornings, evenings, weekends, and holidays, to accommodate the needs of the events being managed. The expected salary range for this position is between $65,000 and $70,000 annually, with a comprehensive benefits package designed to support the diverse needs of the Museum's community.

Responsibilities

• Coordinate, plan, and execute internal and external events to generate revenue and meet Museum goals.
• Promote the Museum as an event venue to external clients while resolving operational issues.
• Communicate venue capabilities and policies to internal/external clients and ensure compliance with Museum policies and regulations.
• Manage a portfolio of assigned event bookings, serving as the primary venue contact throughout the planning process.
• Act as a liaison between the in-house caterer and internal departments/external clients.
• Conduct liquor inventory and ensure quality of services and client satisfaction.
• Collaborate with clients to facilitate venue logistics, including room setup, catering, AV, security, and outside vendors.
• Ensure proper internal staffing for events and work with service departments on execution.
• Control expenses, prepare and reconcile invoices, and generate profit/loss reports.
• Administer terms negotiated in contracts with external clients.
• Facilitate meeting/program/event requests from internal clients and manage the Museum-wide Events calendar.
• Organize, input, and update data in Momentus, the Museum's booking management software.
• Support department operations and administration as assigned.

Requirements

• High School Diploma or equivalent.
• 3 years of experience coordinating events, including experience with food and beverage services, venue operations, event planning, and/or hospitality.
• Experience with CRM/Event Management software.
• Excellent computer skills, including proficiency in Microsoft Office Suite (Outlook, Point, Teams, Word, Excel, and PowerPoint).
• Excellent writing and communication skills.

Nice-to-haves

• Bachelor's degree in hospitality.
• Familiarity with floor plan design software.
• Experience at a nonprofit or cultural institution.

Benefits

• Comprehensive benefits package designed to meet the needs of the community.