Museum of Science
  • 25-Sep-2017 to 02-Nov-2017 (EST)
  • Donor Relations - 440
  • Boston, MA, USA
  • Regular, Full Time

Events Coordinator, Donor Relations

Museum of Science, Boston

www.mos.org


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SUMMARY STATEMENT:

Under the direction of the Director of Donor Relations, the Events Coordinator, Donor Relations works to create, administer, and execute approximately 25-30 events per year. They are responsible for planning and administrating several high profile Advancement events for major and planned giving constituents, including cultivation receptions, stewardship dinners, and annual institutional award ceremonies. This position also contributes to a Master Calendar of Events for reference by the entire Advancement Division. They plan, coordinate, and manage assigned events including coordination with other Museum departments/vendors (Marketing Communications, Events & Conference Services, Wolfgang Puck Catering, Public Safety) and all external vendors associated with each assigned event. This position also works regularly with volunteers, as well as members, donors, prospects and board members. Lastly, this role is responsible for conducting the event briefing and debriefing with the Advancement Division.


RESPONSIBILITIES:

  • Develops, oversees and manages 25-30 events per year, serving up between 12-500 people per event
  • These events include: Annual Giving Innovators' receptions; previews of exhibits/shows for Annual Giving Everest-level Explorers and Discoverers; Annual Giving all-donor event; private receptions for all Annual Giving Discoverers and selected Corporate and Leadership Gift prospects; Corporate Member previews of traveling exhibits; holiday parties for the Trustees and Overseers; Museum President house parties. Included are host committee meetings as needed for Women in Science Luncheons, the Overseer Annual Meeting, and the combined Board Meeting.
  • Recruits and maintains relationships with up to 20 individual internal and external vendors per event
  • Oversees logistical efforts for Leadership and Planned Gift events (3-10 per year)
  • Oversees recruitment and work of 25-50 Trustees, Overseers, and staff volunteers annually (1-20 per event)
  • Oversees recruitment and work of 25-100 GSEs annually (1-20 per event)
  • Ability to maintain a flexible schedule with night work often (and infrequent weekend work), especially in spring and fall.


WORK SCHEDULE:

This position is full-time, 40hrs/wk, Monday-Friday


REPORTS TO:

Director, Donor Relations


MINIMUM QUALIFICATIONS:

  • Bachelors of Science or Arts degree preferred.
  • 2 or more years of event coordination in hospitality industry, corporate or non-profit setting.
  • Experience with all details related to event or meeting planning and execution.
  • Experiencing overseeing food and beverage details including reviewing menu proposals and BEOs.
  • Ability to create floorplans and manage special requests with room setups including audio visual, rental equipment and linens.
  • Demonstrated organizational, time-management, and project management skills with demonstrated attention to detail.
  • Demonstrated interpersonal skills.
  • Demonstrated business experience with forecasting event expenses, managing external vendors, purchasing and accounts receivable.
  • Demonstrated quantitative, oral and written communications and problem-solving/strategizing skills.
  • Demonstrated working knowledge of Microsoft Office Suite and database operations


STARTING SALARY:

Non-Exempt (Hourly). Commensurate with experience.


BENEFITS:

Benefits for full-time, non-exempt (hourly) staff include: free parking, T accessibility, 15 vacation days, 12 holidays, 5-10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!


The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.


No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.

Museum of Science
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