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Events Manager

As an integral member of BAMPFA’s development team, the Events Manager oversees a comprehensive annual program of 30–40 events each year, including exhibition openings, member tours, private receptions, donor dinners, and the museum’s annual Art & Film Benefit. The position is responsible for effectively planning, organizing, and executing events of varying sizes and complexity, with a major focus on managing logistical elements such as caterers, vendors, facilities, A/V, and rentals, as well as the creation of event timelines, invite lists, invitations, and other communications. This position works in a highly collaborative museum context and must excel at understanding and implementing the vision, objectives, and expectations of multiple internal and external stakeholders.

This position works closely with BAMPFA’s development team, program staff, and executive director to create events and experiences that build community, share our vision, strengthen relationships, and inspire philanthropy. This position must be adept at working in a fast-paced environment with multiple, evolving priorities, and must operate with thorough knowledge of University systems, policies, and procedures. The consequences of errors or oversights are extremely serious and can result in non-compliance with federal, state, and campus regulations. The incumbent is required to practice excellent judgment, interpersonal communication, and political acumen.

Scope

Under the general direction of the Director of Development and in close collaboration with team members across the institution, the Events Manager plans and executes a wide range of member and donor events in support of BAMPFA’s annual fundraising goals, including exhibition openings, member tours, private receptions, and cultivation and stewardship dinners. The Events Manager is responsible for coordinating all logistical aspects of the museum’s annual Art & Film Benefit.

Responsibilities

Event Coordination (75%):

  • Plans and manages an annual calendar of approximately 30 events of varying scales and complexity.
  • Consults with BAMPFA colleagues and other stakeholders on all details regarding all assigned events.
  • Plans, organizes, and coordinates all logistical and technical aspects of events, including investigating, securing, and contracting appropriate event locations, permits, and vendors; securing parking arrangements; placing orders and processing payments; arranging vendors and suppliers; determining and coordinating staffing needs; and arranging for and testing technology needs.
  • Communicates frequently, promptly, clearly, completely, and succinctly with vendors, clients, colleagues, and customer support to develop and maintain good working relationships internally and externally.
  • Provides support for event speakers, donors, artists, campus partners, colleagues, and guests in advance of and on-site at events.
  • This includes developing and presenting comprehensive staff schedules and program timelines, as well as collaborating with the development director on event briefings.
  • Acts as on-site logistical lead for all events, including events that take place on evenings or weekends.
  • Coordinates all post-event analysis through the creation and circulation of post-event feedback forms.
  • Demonstrates excellent judgment.
  • Troubleshoots proactively and resolves unexpected challenges quickly, making thoughtful, fiscally conscious decisions in a professional and timely manner.
  • Serves as a resource to BAMPFA staff, and to external event partners, regarding use of the BAMPFA space, events management, vendor and venue selection.

Invitation and List Management (10%):

  • Oversees the creation and management of all event invitation lists.
  • Develops clear and consistent processes for list development, invite distribution, RSVP tracking, and record- keeping in the museum’s database.
  • Solicits timely input from internal and external stakeholders in developing and managing invitation and attendance lists.
  • Exercises a high degree of political acumen in navigating tiered, exclusive, and VIP invitation lists.
  • Coordinates the drafting, approval, and distribution of all digital and print invitations, as well as related event communications and collateral.
  • Works with the museum’s database manager to ensure that relevant event and constituent data is accurately and optimally tracked in the Tessitura and CADS databases.

Event Budgets and Spending (10%):

  • Analyzes historical event budgets and pursues opportunities for cost savings, without jeopardizing event objectives or audience expectations.
  • Negotiates rates with vendors prior to confirming all bookings and contracts.
  • Ensures events are executed within the allotted budget and that payments meet all deadlines.
  • Working in tandem with the museum’s business office, receives and files all invoices, completes all campus-required financial forms and supporting documentation, and tracks expenses.
  • Serves as a primary Event Planner Card (EPC) holder for BAMPFA.
  • Assumes responsibility for authorizing use and reconciling expenses in compliance with University business policies.

Other Duties as Assigned (5%):

  • Embraces the principle of continuous learning and development by engaging in opportunities for training, workshops, seminars, and continuing education pertinent to the position or at the suggestion of the supervisor.
  • Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the development team and across BAMPFA.
  • As part of BAMPFA's integrated fundraising team, participates regularly in development department's annual planning, goal-setting, and professional development.

Qualifications

Required
  • Thorough knowledge and understanding of the concepts, principles, and best practices of event planning, including event design, organization, marketing, budgeting, and production.
  • Exceptional organizational and project management skills.
  • Proven ability to plan and implement multiple simultaneous projects and events in a complex institutional environment.
  • Highly developed written, verbal, and interpersonal communication skills.
  • Ability to communicate essential information clearly and concisely to stakeholders, staff, vendors, and guests.
  • Thorough knowledge of and/or ability to learn all applicable University of California policies and procedures related to the planning and production of events, on and off campus.
  • Proven ability to work on multiple tasks and events simultaneously.
  • Skill at effectively managing competing stakeholder priorities and establishing clear timelines and work plans.
  • Demonstrated ability to develop project budgets, manage vendor relationships, and meet project goals within time and budget constraints.
  • Ability to maintain a high standard of productivity and exceptional attention to detail within a broad scope of responsibility and despite regular interruptions.
  • Ability to complete a large volume of diverse tasks and meet established deadlines.
  • Excellent judgment, decision-making, and problem-solving skills, including skill in determining those issues that need to be brought to management’s attention.
  • Organizational skills to establish priorities, be resourceful, manage work independently, and complete goals and objectives.
  • Advanced computer skills, including proficiency in various software and applications required to create and manage event budgets, timelines, invitations, registration lists, and other event logistics and communications.
  • Ability and willingness to work evenings and weekends as needed.
  • Bachelor's degree in related area and/or equivalent experience/training.
Preferred
  • Experience planning and implementing events for donors, members, volunteers, and trustees in the context of an art museum or other nonprofit fundraising program.
  • Knowledge and appreciation of BAMPFA’s distinctive mission, vision, and institutional impact. Ability to think strategically and creatively about the role of events in advancing BAMPFA’s institutional goals.
  • Experience planning programs and events in collaboration with volunteer leaders and committees, particularly for annual fundraising events.
  • Demonstrated success in securing in-kind donations, sponsorships, event hosts, and other partnerships that can offset event costs.
  • Knowledge of current trends and innovations in dining, events, and entertainment.
  • Experience with reconciling events in compliance with campus business practices and policies.

Salary and Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for full UC Benefits. The starting annual salary for this role is $75,000.00 and is commensurate with experience.

Information on the comprehensive benefits package offered by the University is available here.

Application Review Date:

The First Review Date for this job is: October 7, 2022

To Apply:

Visit the UC Berkeley jobs portal and search 45133, the job number for this position. Follow the application process detailed on the website. To be considered, applications must be completed through the campus online website. Please submit your cover letter and resume in the Resumesection of your application.

Referral Source info:

This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of "UCB Employee" and then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.

Other Information:

This is not a visa opportunity.

Conviction History Background:

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity:

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct