Sr. Events Planner
University of Miami

Job Info

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The Sr. Events Planner oversees all aspects of planning meetings, conferences, workshops, seminars, lectures, and other special events for the assigned department(s). Furthermore, the Sr. Events Planner assumes responsibility for ensuring all amenities and accommodations at the event are adequate.

Department Specific Functions for the Lowe Art Museum

* Ensure that all MUSEUM events are not only within budget but also of superior quality and strategically designed to advance the Lowe's goals and objectives.

* Manage all special programs and events, including (but not limited to) exhibition openings, lectures, private VIP dinners, VIP meetings, Art Basel Week, and Lowe programs. Specific duties include, but are not limited to:

• Manage and monitor all RSVPs systems.
• Provide Lowe Director and DAR liaison with event guest lists as well as unit-specific insights where practicable.
• Monitor guest check-in.
• Warmly greet and welcome guests to event space, pointing out specific exhibition and event areas.
• Be well-informed and prepared to accurately answer questions from event attendees regarding prices, program schedule, event locations, venue facilities, etc.; ensure that student workers are similarly briefed and informed.
• Direct and assist equipment rental companies with deliveries to designated event locations.
• Perform all set-up and breakdown of event spaces, including chairs, tables, decorations and other equipment in accordance with the museum safety standards and fire codes.
• Inspect areas prior to the start of an event; report any issues that may negatively impact guest experiences.
• Anticipate and respond to client requests, needs, or complaints by immediately providing personal assistance or notifying relevant team members and/or divisions.
• Ensure that all public areas remain clean and well-maintained; contact housekeeping and or facility maintenance staff to report areas in need of attention.
• Report any potential safety hazards/risky activities including trespassers, intoxicated guests, or other inappropriate or unsafe behaviors.
• Report any guest or vendor actions that may cause damage to historical furniture, exhibitions, and/or the building.
• Cultivate relationship with long standing gift-in-kind sponsors; secure gift-in-kind sponsors for different events.
• Create and design special items for giveaways and museum promotions.
• Develop the museum rental program, increasing yearly rental quota and associated revenue.
• Coordinate all event contracts and vendor agreements with OBS and Risk Management.
• Shepherd these same through the CONGA system.
• Maintain wine inventory in compliance with Risk Management policies.
• Work with Membership Coordinator to expand membership reach and increase sales through targeted events.
• Manage LAM master events calendar.
• Manage Miami Museum Events calendar ensuring no schedule conflicts with other Miami museums.
• Assist other LAM departments with event logistics.

Must be available to work evenings and weekends as needed for special events.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Minimum Qualifications

Education:

Bachelor's Degree in relevant field

Experience:

Minimum 4 years of relevant experience required; 5 years with progressive management skills preferred. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.

• Ability to handle difficult and stressful situations with professional composure.

• Ability to maintain effective interpersonal relationships.

• Ability to understand and follow instructions.

• Strong interpersonal and organizational skills with an ability to achieve cross-functional teamwork.

• Ability to work simultaneously on multiple projects in a complex, highly demanding, and fast-paced work environment.

• Must be able to work under pressure, prioritize, and re-prioritize to meet multiple deadlines.

• Ability to establish and maintain positive working relationships.

• Ability to exercise sound judgment, tact, and diplomacy especially with donors, volunteers, collectors, patrons, trustees, and museum staff.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.Job Status:Full timeEmployee Type:StaffPay Grade:A8

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