Posted on March 11, 2013

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Special Events Manager

The International Center of Photography (ICP) is the world's leading institution dedicated to the practice and understanding of photography and the reproduced image in all its forms. Through our exhibitions, educational programs, and community outreach, we offer an open forum for dialogue about the role images play in our culture. Since our founding, we have presented more than 500 exhibitions and offered thousands of classes, providing instruction at every level. ICP is a center where photographers and artists, students and scholars can create and interpret the world of the image within our comprehensive educational facilities and archive.

SUMMARY

The Special Events Manager serves as ICP's senior event professional and as a vital member of the fundraising team. The Manager coordinates and implements all fundraising, donor cultivation and stewardship events to help ICP meet its goals for philanthropic support and additionally will design, market and implement a program for space rentals at ICP. The Special Events Manager reports to the Director of Individual and Annual Giving and works closely with senior staff and with the Development team to anticipate priorities, respond to opportunities, identify project needs, build strong relationships with trustees and other stakeholders, and manage deadlines. Occasional weekends and evenings are required. The ideal candidate will be a dedicated, detail-oriented, highly organized professional with outstanding interpersonal and communication skills and a passion for creating and realizing dynamic events in a fundraising context.

ESSENTIAL FUNCTIONS

Event Planning and Production

• Promote success of fundraising events by developing and managing thorough, accurate invitation and solicitation lists and by coordinating closely with staff and volunteer leadership to send personalized invitations and other communications;
• Assure accurate tracking of attendance lists, seating assignments, program listings, etc. Propose and implement recommendations to improve tracking systems;
• Assure creative, high-quality and cost-effective event services by obtaining competitive bids from, contracting with, and managing relationships with, event vendors including venue and catering, audio/visual, graphic design, printing and signage, event design, etc.;
• Manage and support effective benefit committees and guide the participation of staff, committee members, trustees and other volunteers in events; manage VIP participation including travel arrangements and speaking engagements;
• Coordinate internal and external communications and liaise with public relations staff to promote visibility of events;
• Manage and assure smooth and efficient day-of-event coordination including drafting and communicating staffing assignments, logistics, contact information and schedules, on-site production and clean-up;
• Write, edit, compile and prepare event materials and collateral such as invitations, programs, nametags, registration lists, seating charts, etc.; draft remarks, speaking points and overall flow-of-program;
• Propose new ideas and resources to enhance events and event management; stay abreast of event trends, venues, vendors, technologies, etc.

Space Rental

• Design and implement a space rental program for corporations and other interested parties. Recommend levels of support and benefits of membership. Meet with prospective corporate members and interested renters to show the space and maximize commitments;
• Prepare and meet annual income goals from memberships and rentals. Track invoices and payment;
• Coordinate with ICP staff and vendors as needed; attend and monitor events.

ADDITIONAL RESPONSIBILITIES

• Maintain ICP's internal and external events calendar(s);
• Recruit, train, and supervise event volunteers;
• Prepare budgets and periodic progress reports to staff directors for each event including financial reports on progress toward fundraising goals and detailed event expense budgets;
• Prepare and submit check requests and invoices;
• Produce accurate and timely acknowledgement letters;
• Undertake other duties and responsibilities as assigned from time to time.

MINIMUM QUALIFICATIONS

• BA or BS degree;
• Ability to negotiate multiple deadlines and priorities in a fast-paced, rapidly changing environment;
• At least 2-3 years' experience working in non-profit and/or corporate special events or fund-raising, ideally at a cultural institution in New York City;
• Superlative interpersonal skills and customer-service orientation; a warm, friendly demeanor; and the ability to forge positive working relationships with senior staff, trustees, donors, vendors and others;
• Well-developed communication skills including writing and proofreading; excellent data management and technology skills (Office Suite, Raiser's Edge preferred);
• Ability to work effectively as part of a team as well as demonstrate sound judgment in working independently.

Application Instructions