The Development Events Coordinator (DEC) works closely with the Director of Development, Development Events Manager, and Museum leadership and staff to enhance, expand, and maintain member, donor, sponsor engagement and financial support. The DEC works in concert with the Development Events Manager in the planning, coordination, and execution of all Development Department programs and events conducted by the BRMA, and serves in a primary role in this capacity when the Development Events Manager is also focused on major exhibition events.
Donor Relations: The DEC helps to build and maintain successful, positive relationships with donors and key partners to ensure their satisfaction:
- Works collaboratively with senior Development staff to set attainable, event-specific goals for each program that align with the Museum’s fundraising and donor cultivation plans. Participates in the establishment of an overall development events strategy, clarifying purpose, goals, outcomes, and metrics.
- Serves as a key point-of-contact for external users of the Museum’s facilities.
- Acts as a key staff liaison for Museum-sponsored event committees (Gala, Collectors Forum, Friends, etc.); and as staff representative in relationships with key local partners; serves in a support role for all Trustee-lead event planning committees.
Planning: The DEC helps to plan and coordinate the logistics of all development events:
- Participates in event planning meetings; prepares agendas; issues meeting reminders; monitors RSVPs and attendance; and coordinates action items and follow up.
- Works collaboratively with Museum staff and volunteers to develop innovative, meaningful content and best possible audience/guest lists.
- Secures In-Kind partnerships with local vendors and businesses.
- Coordinates project timelines, checklists, and run-of-shows; prepares for contingencies.
- Solicits bids and coordinates contracts with all event vendors including caterers, event planners, outside facilities, AV providers, and other services.
- Identifies and obtains all necessary licenses and permits to conduct events.
- Helps to develop and coordinates lists of prospects, invitees, and attendees; monitors RSVPs and assists with seating plans.
- Coordinates inventory for all events, including beverage and supply quantities, donated high-value auction items, and other materials.
- Works with Marketing to coordinate pre/post event social calendar listings, photography, and to prepare all promotional and collateral material for events.
- Organizes set-ups and breakdowns with the Facilities, Maintenance, and Security staff.
- Works with Volunteer Coordinator to identify, schedule, and train volunteers.
- Helps to draft event agendas and remarks.
- Helps to maintain the Museum’s Facility Use guidelines and procedures documentation.
- Other duties as assigned
Execution: The DEC is responsible for the efficient and successful execution of all events and helps to ensure that they reflect the institution’s mission and standards of excellence:
- Attends events as required and coordinates vendors and onsite logistics.
- Drafts and briefs leadership and staff prior to each event regarding schedule, attendees, opportunities, and concerns; updates through duration as appropriate.
- Interacts with event hosts, committee chairpersons, sponsors, and VIPs to ensure their expectations are met and to keep them properly informed.
- Helps to track budgets and prepares financial progress reports to responsibly manage resources; submits a timely summary report following each ev
40 hours per week, Exempt/Salaried
The Boca Raton Museum of Art is an equal opportunity employer dedicated to a policy of nondiscrimination in employment without regard to race, creed, color, age, gender, gender identity, sexual orientation, religion, national origin, genetic information, disability, or protected veteran status.
Baccalaureate Degree in Event Management or related field or equivalent experience.
- Three to Five years experience in the event planning industry.
- Three + years’ fundraising experience.
- Ability to capture details and communicate accurately, completely, and consistently.
- Discretion and tact in dealing with confidential and complex customer service issues.
- Friendly, professional demeanor mandatory.
- Ability to work a flexible schedule, including frequent evenings and weekends.
- Creativity to develop innovative ideas and to provide continuous quality improvement.
- Bilingual in Spanish/French preferred.
Working Conditions - Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job:
- Stands and walks throughout the work day, including sitting and bending; reaches, lifts, carries, and manipulates various materials, supplies and equipment; arranges furniture.
- Work is performed both indoors and outdoors.
- Must be in good general health.
- Must be able to function independently.
- Must be able to cope in a fast-paced environment.
- Work requires continuous activity and with frequent interruptions.
- Incumbent may be required to work extended hours or on weekends when the work load requires.