Hours: 40 Hours Per Week
Position Category: Exempt, Full time
Reports to: Director

POSITION SUMMARY:

The Director of Events and Partnerships at the Conservatory of Flowers reports directly to the Garden Director and is responsible for managing the events department and team in the successful delivery of private, public, partner and themed events. This position is expected to work closely with all other COF departments and elevate the Conservatory’s events on an ongoing basis.

RESPONSIBILITIES:

Event Growth (60% of time)

• Develop and manage the implementation of a dynamic events strategy for public, private, partner and themed events utilizing both marketing and sales of rentals to dramatically increase the number and range of rental events and associated revenue
• Work directly with other Conservatory departments to generate sales and design content to develop a cohesive and well-executed event strategy
• Develop, manage and obsess over a detailed and dynamic budget with aggressive revenue goals and financial forecasts for both public and private events, creating a robust events portfolio
• Develop, manage a master event portfolio that drives cross-functionally across the Conservatory’s events team
• Set measurable and aspirational goals for the Events team, supportive of creative strategies to market the Conservatory as a preferred venue
• Build strong communication and relationships with key peer colleagues in all departments
• Maintain a deep understanding of the cultural events landscape, staying informed on local, national, and international event trends
• Seek dynamic new partners for public, partner and themed events
• Manage and build relationships with other museum professionals to understand peer performance and best practices
• Maintain a deep understanding of the cultural events landscape and remain informed on local, national, and international event trends
• Participate in conferences and symposia, helping establish the Conservatory of Flowers as a leader in the events field

Event Management: (25% of time)

• Develop and own all components of a logistical strategy and protocol for all event management at the Conservatory of Flowers with rigorous protocols to ensure continual growth and platinum level service
• Work with all COF department heads to ensure that event strategies are well-executed
• Maintain the all staff calendar, setting strategic priorities for venue bookings for internal and external events
• Manage, build and own the creation of proactive relationships with events vendors and partners
• Use creativity and wit to stimulate growth in public and private events

Staff Leadership: (15% of time)

• Manage a team with four full time positions – Event Sales and Partnerships Manager, Events Manager, Public Event Coordinator and Private Event Coordinator, as well as multiple part time Event support staff. Two direct reports include: Event Sales and Partnerships Manager and the Events Manager
• Supervise and coach events team to maintain a collaborative and cross-functional team dynamic that utilizes the best event strategies and produces events of the highest quality
• Provide timely, tactful and productive feedback to all subordinates
• Manage and motivate Conservatory staff team to constantly create outcomes greater than forecasted
• Serve as the Leadership Team representative for the Events Department

Qualifications:

• Bachelor’s degree in Event Management or related field desirable
• 5-7 years demonstrated track record of strategic events management, preferably at a museum, cultural organization or nonprofit
• Professional Event and Meeting Planning Certificate or commensurate experience
• Entrepreneurial, results-driven and able to maintain a sense of grace under pressure
• Program management and planning skills, with ability to prioritize and coordinate multiple activities
• Experience in the supervision and management of highly professional independent staff, and proven track record of managing and motivating a staff in a complex and fast-paced organization
• Expertise in planning, leading and evaluating events for groups of 10 to 500 (or more) on a regular basis
• Team player with proven ability to work collaboratively within complex organizations as well as build relationships with external constituencies
• Excellent verbal and written communication skills
• Proficient in MS Office Suite, experience working with donor/CRM databases; Salesforce experience highly desired
• Hands-on, energetic leader; sense of humor essential!

To apply, please email a cover letter and resume to Jobs@SFCOF.org, all applications must be submitted by June 15, 2018

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply.

Hours: 40 Hours Per Week
Position Category: Non-Exempt, Full time
Reports to: Event Manager

POSITION SUMMARY:

The Private Event Coordinator at the Conservatory of Flowers reports directly to the Event Manager and support planning and execution of all private events taking place at the Conservatory. The Private Event Coordinator will work closely with the Event Manager, Public Events Coordinator, Conservatory staff, clients and associated vendors to ensure smooth execution and highest level of customer service for each event.

RESPONSIBILITIES:

Event Coordination (70% of time)

• Support planning and preparation for medium to large scale private event rentals ranging from weddings, corporate meetings and parties, nonprofit fundraises to birthday parties.
• Manage a portfolio of small private events from contract through evaluation; ensuring solid communication and service across teams, vendors and client
• Create and update event material including but not limited to staff and vendor timelines, floorplans, parking signs and permits
• Directly support clients by responding to queries, attending final walkthrough and conducting any necessary follow-up
• Facilitate vendor needs and day of set up, ensuring vendors operate within venue policies and protocols
• With support of Event Manager, delegate tasks to Event Staff and supervise day of event
• Assist with execution of Conservatory public and partner event series as needed

Event Space and Equipment Management: (20% of time)

• Independently troubleshoot and resolve facility issues in preparation for and during events
• Manage event inventory; research and source event equipment upgrades and associated storage
• Create capacity charts, site maps, and associated collateral to support planning events at the Conservatory
• Ensure event spaces are ready for next event, which can include organizing and cleaning

Administrative: (10% of time)

• Order staff meals for events as needed
• Schedule client site visits and walkthroughs as needed
• Enter event related data into Salesforce CRM to ensure all client information is up to date.
• Update calendar of events to ensure all event related information is up to date for other departments within the Conservatory of Flowers.

QUALIFICATIONS:

• 2-3 years of diverse experience in social/corporate event planning or equivalent customer service experience
• Bachelor’s degree preferred
• Hyper-organized with demonstrated track record of excellent time management and project management
• Creative with the ability to professionally and patiently manage the unexpected when delivering events in a park based nonprofit venue with limited resources
• Team player with strong interpersonal skills including experience building and maintaining relationships with colleagues and external clients
• Excellent written and verbal communication
• Proficient in MS Office Suite, experience working with CRM databases; Salesforce experience strongly desired, Pardot experience desired.
• Enthusiastic, positive and passionate about private event planning; thirst for learning and sense of humor essential!

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply.

To apply, send cover letter and resume to Jessica Williams, jwilliams@sfcof.org