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Director of Events: Independence Seaport Museum
4 months ago
The Director of Events is responsible for promoting event space at the museum to achieve revenue goals and maximize ISM exposure to potential clients in the region and to the events community. This includes the sale, oversight, and successful execution of Independence Seaport Museum’s space rentals and events. This position provides services to clients for event scheduling, planning and execution, with attention to business details and a positive, customer-centric attitude. This includes, but is not limited to: serving as, or overseeing the Museum’s representative for load-in prior to the event, greeting clients, guests, caterers and/or other vendors upon arrival to the event, overseeing the event set-up, monitoring the needs throughout the event and proactively problem solving any issues that arise during the event, and overseeing break-down of the event and space. They work as a team player within and across departments to advance the mission and vision of the Museum. Qualifications:
Exceptional oral and written communication skills for dealing with clients, vendors, visitors and staff including excellent interpersonal skills, exuding a warm, professional, and outgoing personality when dealing with clients and the general public. Must demonstrate skill in dealing with a variety of client personalities and navigate delicate situations with diplomacy.
Strong organizational and planning skills to coordinate the actions of multiple parties with attention to detail.
Creative thinking skills to design events that fit the visions of the clients.
Multitasking ability necessary to move from one task to another at a fast pace.
Computer skills for using events management software, Altru, MS Office, spreadsheets and e-mail.
Basic accounting skills to track spending with proven budget management abilities.
Knowledge of risk management to identify potential legal liabilities and take steps to mitigate them.
Good networking skills to build relationships with vendors and suppliers and attract new customers.
Minimum of high school diploma or GED, bachelor’s degree preferred.
At least 3-5 years relevant experience with event sales, coordination, management, execution and/or planning preferred.
Ability to regularly work evenings and weekends as required.
Excellent negotiation skills to provide a superior customer experience.
Must exercise sound independent judgment and exemplary integrity in all internal and external interfaces with event clients and members.
Commitment to keep client events compliant with policies and procedures of the Museum.
- Food Safety
- RAMP
Prior experience with managing a liquor license and liquor inventory, including performing inventory counts, tracking inventory usage, maintaining stock levels, and ordering inventory preferred.
Demonstrated ability to manage time effectively and independently, organizing multiple tasks and prioritizing to meet timely deadlines.
Ability to think on feet and problem solve if an issue arises during the event.
Proactive selling of the Museum including ballroom, ships and Concert Hall to potential clients from direct business and caterer/vendor referrals and respond to calls and e-mail requests for information about facility rentals and events.
Gathering information about the client’s objectives, budget and preferences.
Providing advice about food and bar menus, decor and entertainment.
Communicating with all vendors and suppliers before, during and after the event.
Managing the event to the budget by providing pricing structure for space rentals.
Handling problems that arise to help the event function smoothly.
Ensuring that events comply with insurance, health and safety standards.
Seek clients to increase revenue for the Museum through proactive acquisition of new relationships through networking events and other outreach opportunities.
Coordinate with the Museum’s Strategic Communications Department for advertising and promotional needs.
Execute and track proposals and sales contracts for events, providing regular reports toward goals on sales, inventory and attendance.
Coordinate use of building space, including elevators, with staff and vendors.
Coordinate with Museum staff, catering staffs, clients, and vendors to ensure quality event preparation, production and wrap.
Keep accurate liquor inventory usage, including ensuring that alcohol is inventoried at the time of event setup, and after the event, and that the alcohol is securely stored. Perform liquor inventory counts at least monthly to recommend purchasing and restocking, including completing alcohol and supply purchase orders.
Provide input on alcohol inventory to stock and serve at events and pricing for bar packages.
Manage the Museum’s liquor license to ensure compliance.
Manage and report on the Facility Rentals and Events department budget, and assist in the development of each year’s budget.
Oversee the presentation of food and beverages at Museum events to meet set standards (ensure food safety certified person on-site; RAMP certified bartenders selling/serving) and to ensure kitchen and food service areas maintain compliance with health standards; assist with periodic health inspections.
Work closely with building maintenance staff to ensure event spaces are cleaned and prepared for upcoming events as well as post-events, and daily to ensure spaces are ready for site visits.
Implement creative staging opportunities for rental areas when not in use.
Ensure support or be present on-site for day of event logistics from load-in prior to the events through break-down after completion of the event, and oversight of other Museum representatives during the event.
Perform follow-ups with clients once the event has been completed, asking for testimonials (if applicable) and feedback.
Assist Museum Education and Development Departments with special events set-up and needs.
Recommend improvements and/or repairs of rental spaces and equipment as needed.
Demonstrates ethical business practices; demonstrates and conducts oneself in a manner consistent with the organization’s mission statement and core values
Other duties as assigned.
The Independence Seaport Museumis an Equal Opportunity Employer that values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged in our mission. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Hours: Full-time; days and hours may vary with event bookings. Weekend and evening hours required.
Reports to: Executive Vice President & Chief Operating Officer
We are located on Penn’s Landing at 211 S. Columbus Blvd., Philadelphia, PA 19106. The Museum is easily accessible by public transportation and nearby parking and is ADA accessible.
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