Associate Director, Donor Events
Associate Director, Donor Events
Museum of Science, Boston
Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.
Under the direction of the Director of Donor Relations & Events, the Associate Director, Donor Events works to create, administer, and execute approximately 50-60 events per year. They will serve as lead coordinator for all non-revenue-generating events for the Advancement Division setting standards and overseeing all logistics with the support of the Donor Events Specialist. They will be responsible for conducting a briefing and debriefing in conjunction with Research to ensure strategic donor engagement after each event. They will manage the creation and oversight of a cross-divisional Master Calendar of Events for reference by the entire Advancement Division. The Associate Director will manage relationships with departments including Marketing Communications, Events & Conference Services, and Wolfgang Puck Catering and all external vendors associated with each assigned event including decorations, audio visual and equipment rentals. The position reports to the Director of Donor Relations & Events and includes supervisory responsibility for the Donor Events Specialist and Coordinator, Donor Relations and Events.
- Provides oversight and direct supervision of two (2) team members as pertains to the strategic design, operations and logistics of all special events and registration
- Develops, oversees and manages 50-60 events annually serving from 12-500 people per event, including the associated briefing and debriefing process for fellow Advancement staff (up to 30 participants).
- Supports the projections and development of the annual Donor Relations budget of approximately $1,100,000 and the associated management of expenses for up to 30 individual project codes
- Oversees the budgeted expenses for each event ($1,000-$40,000) and the payment of each invoice, credit charge or internal transfer (10-30 expenses per event) in order to adhere to annual budget.
- Recruits and maintains relationships with 5-20 individual internal and external vendors per event
- 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.
- Night and weekend work required before and during select events
This position is full-time, 40hrs/wk, Monday-Friday, 9am-5pm
Director of Donor Relations
- Bachelors of Science or Arts degree
- 5 or more years of event planning and management within hospitality, corporate or non-profit setting experience
- 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
- Exemplary organizational, time-management, and project management skills with meticulous attention to detail
- Ability to assess client requirements and deliver ensuring client satisfaction
- Outstanding interpersonal skills, including demonstrated confidence and poise in front of donors and high-level volunteers
- Proactive mindset and able to remain calm under pressure to anticipate and support changes at an event
- Quantitative, oral and written communications and problem-solving/strategizing skills
- Working knowledge of Microsoft Office Suite and database operations
- Strong knowledge of current food, industry trends and fine dining points of service
- Experience in recruiting in-kind donations or sponsorship preferred
- Experience in volunteer management experience preferred
- Experience with forecasting event expenses, managing external vendors, purchasing and accounts receivable
Exempt (Salaried). Commensurate with experience.
Benefits for full-time, exempt (salaried) staff include: free parking, T accessibility, 23 vacation days, 12 holidays, 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.
How To Apply:
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.
September 08, 2019
About this Organization:
In 1830, six men interested in natural history established the Boston Society of Natural History, an organization through which they could pursue their common scientific interests. Devoted to collecting and studying natural history specimens, the society displayed its collections in numerous temporary facilities until 1864, when it opened the New England Museum of Natural History at the corner of Berkeley and Boylston Streets in Boston's Back Bay. That Museum is now known world-wide as the Museum of Science.
After World War II, under the leadership of Bradford Washburn, the Society sold the Berkeley Street building, changed its name to the Boston Museum of Science (later, dropping Boston from the name) and negotiated with the Metropolitan District Commission a 99-year lease for land spanning the Charles River Basin, now known as Science Park. In 1948, the Museum designed and built the first traveling planetarium in New England to promote the development of a new Museum building. The cornerstone for the new Museum was laid at Science Park a year later, and a temporary building was erected to house the Museum's collections and staff.
In 1951, the first wing of the new Museum officially opened, making the Museum the first to embrace all the sciences under one roof. Comprising 14,000 square feet of exhibit space, the new Museum's first wing was already much larger than the entire exhibits area of the old Berkeley building. That same year, one of the most endearing and memorable symbols of the Museum, 'Spooky,' the Great Horned Owl, was given to the Museum as an owlet. Spooky lived to the age of 38 years, becoming the oldest known living member of his species.During the next two decades. the Museum greatly expanded its exhibits and facilities. In 1956, the Museum was successful in campaigning for a Science Park MBTA station that now brings visitors to within 200 yards of the Museum. The Charles Hayden Planetarium, funded by major gifts from the Charles Hayden Foundation, opened in 1958.
By 1968, further building expansion was under way as ground was broken for the Museum's west wing which was completed in the early 1970s. The Elihu Thomson Theater of Electricity, which houses the 2 1/2 million-volt Van de Graaff generator -- the two-story tall high voltage electricity generator given to the Museum by the Massachusetts Institute of Technology in 1956-opened in 1980.
The Museum has remained on the cutting edge of science education by developing innovative and interactive exhibits and programs that both entertain and educate.
Two of the Museum's more recent additions, the Hall Wing housing the Roger L. Nichols Gallery for temporary exhibits, and the Mugar Omni Theater, exemplify the Museum of Science's commitment to making science fun and accessible to all. The Mugar Omni Theater, opened in 1987, utilizes state-of-the-art film technology to project larger-than-life images onto a five-story high, domed screen, creating a 'you are there' experience for viewers.
More than 1.6 million people visit the Museum and its more than 400 interactive exhibits each year.