The Head of Special Events and Rentals is responsible for wedding and social event sales, maintaining the event calendar, tracking relevant data, planning and executing event details, fielding and responding to client inquiries, ensuring all Trustees standards are being met, and providing complete, accurate and accountable information to potential and contracted clients. He/She is also responsible for event sales administrative work including maintaining client files, communicating with in-house event staff, and coordinating event vendors. This is a part-time position, and hours will range from 20-29 hours per week.
In This Role You Will:
- Act as the main point of contact for all wedding and private event bookings at deCordova, managing every step of the process including responding to initial inquiries, providing tours, answering questions, closing on the booking for each event, and day-of coordination and management.
- Provide direction and recommendations to clients, strategically presenting options appropriate for the event and venue.
- Collaborate with deCordova staff as needed for support of events and management of event calendar, providing clear and complete event details to museum staff to ensure smooth execution and adequate staffing of events.
- Adhere to museum guidelines on the restrictions of food and beverages in certain museum spaces, and to museum best practices for safety, cleanliness, and protection of artwork.
- Supervise the initial set-up and day-of operations for private events, and synchronize all staff related to the event including deliveries, wedding parties, caterers, entertainment, parking and guest registration, maintain event timelines, and oversee break-down afterwards—adhering to a timeline is important and frequent communication with deCordova staff as to the progress of the event is a must.
- For after-hours events, follow the procedures and practices for preparing to close which includes but is not limited to:
- Ensuring clients and visitors have left the property as necessary.
- Overseeing the clean-up and restoration of the property at events conclusion.
- Perform a walk-through check list and review /verify all steps have completed for return to normal museum operations after special events.
- Verify museum staff will lock down and secure buildings as necessary.
- Evaluate and report on the success of the function
- Perform other assigned tasks that support private event sales and execution and the mission of the organization
Education and Experience:
- Degree from an accredited college or university, or comparable experience
- 2 to 4 years of sales and management in hospitality, preferably in cultural institutions
- 2+ years of self-managed experience in event services, meeting management, event coordination or planning
- Demonstrated ability to strategically interpret and execute client vision while reinforcing organization objectives
- Excellent organizational and event management skills; ability to initiate, plan, prioritize and oversee multiple events successfully
- Persuasive communicator, excellent interpersonal skills, and ability to foster client and vendor relationships
- Superior knowledge of event/meeting logistics including catering, audio/visual, strategic event layout, and general event operations/management
- Results and deadline driven with strong ability to work independently
- Positive, outgoing, and attentive demeanor, professional appearance, and consistently delivers high-impact customer service experience
- Proficient in Microsoft Word, Excel, Power Point, and Outlook, with ability to learn a sales and venue management program
- Flexibility to adapt to a varied work schedule and event scheduling demands
- The demonstrated ability to work effectively as part of a team and independently
Physical requirements include standing, walking, reaching and bending for more than 50% of the day. Must be able to lift up to 40 pounds
The position reports to the Property Business Director. This is a part-time position, and scheduled work hours can be flexible, but will include evenings and weekends, particularly between May and October.
About The Trustees
The Trustees is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. Today, the places we care about are going fast, and the forces undermining them, including climate change, are moving faster. Our passion is to protect and share with everyone the irreplaceable natural and cultural treasures under our care. We are funded and supported entirely by our visitors, supporters, volunteers, and more than 60,000 member households.
In addition to being an Equal Opportunity Employer, The Trustees aims to create a thriving, inclusive workplace that values each member of its team. We aspire to reflect and effectively serve the residents and communities of Massachusetts who are at the core of our mission. Building The Trustees of the future is about creating a sense of welcome for all and that starts with our staff. We believe having an inclusive workplace with diverse perspectives are critical to our work. We are ever curating and creating information and programs to help us be the most inclusive organization that we can be.
We kindly request that you do not call to inquire about the status of your application. Those candidates chosen for interviews will be contacted.