Special Events Manager

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Special Events Manager

New York, NY

• Development
  
  

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Job Type

Full-time

Description

Department: Development

Schedule: Full-time

Reports To: Director of Special Events

Job Grade: 4

The International Center of Photography (ICP) is the world’s leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level. Our new integrated center on the Lower East Side reunites our school and museum in one space to become the cultural anchor of Essex Crossing.

Position Summary

The Special Events Manager plays a pivotal role in shaping and executing ICP’s fundraising events. These events are crucial for advancing our mission and serve as vital platforms for engaging with our global community of photography enthusiasts, scholars, and philanthropists. Annually, these efforts are integral to raising approximately $1.5M in essential funding to support our exhibitions, educational programs, and outreach initiatives. Working under the guidance of the Director of Special Events & Corporate Partnerships, this role demands an exceptionally organized, detail-oriented, and proactive professional. This includes meticulously planning logistics, managing budgets, coordinating with vendors and sponsors, and ensuring flawless execution on event days. A proactive approach and keen attention to detail will be essential in crafting memorable experiences that resonate with ICP donors.

Essential Functions And Duties

Fundraising events management

• Collaborate with the Director of Special Events and Senior Director of Development to plan and execute all necessary details annually and evaluate ICP signature events, the Spotlights Benefit Luncheon, and the Infinity Awards Gala to ensure fundraising goals are met.
• Develop and manage runs of show, event timelines, budgets, and logistics
• Work with the Marketing team to create a cohesive marketing, promotion, and collateral design plan for all special events.
• Oversee guest lists, invitations, RSVPs, and event-related communications
• Work with the Director of Special Events and Corporate Sponsorship to optimize Corporate support
• Assist with all aspects of events, including management of committees, sponsorship coordination, volunteers, event logistics, live and silent auctions, raffles, etc.
• Organize and facilitate event committees.
• Manage on-site event operations including setup, execution, and breakdown
• Serve as the contact person for volunteers, venue, creative team, staff, etc., and negotiate contracts for Venue, Mobile Bidding Software, auctioneer, etc.
• Work with the Development and Finance teams to ensure accurate entry to Raiser’s Edge, invoicing, and acknowledgement.
• Provide detailed reports on event fundraising, pledge tracking, and guest lists.
  
  

Space Rental

• Manage the rental process for specific Museum and School spaces, including inquiries, bookings, contract negotiation, and logistics coordination for external events, conferences, performances, and private functions.
• Oversee event marketing and communication strategies, working collaboratively with the Marketing and Communications team to promote events and rentals.
• Cultivate and maintain relationships with external stakeholders and clients to promote and secure rentals.
• Work closely with potential clients to understand their needs and collaborate with the ICP Director of Facilities to ensure all events meet ICP protocols.
• Evaluate event and rental success and effectiveness, analyzing metrics, feedback, and ROI to identify areas for improvement and implement best practices for future events and venue bookings.
  
  

Exhibition Openings and Other Events

• Lead the planning and execution of exhibition opening celebrations (3 to 4 times a year) in collaboration with other members of the Development team and the Curatorial team in
• Coordinate logistics and communications with external vendors and ensure that all logistics are communicated cross-departmentally
• Oversee guest lists, invitations, and track RSVPs
• Work with the Marketing team to create a cohesive promotional plan
• Work with the Development team to provide detailed guest reports
  
  

Additional Responsibilities

• Support the overall goals and initiatives of the Development team, contributing to a collaborative work environment.
• Maintain accurate records and databases related to events, donors, and sponsors.
• Build supportive, collaborative relationships with ICP program staff to ensure accountability for gifts and donors.
• Keep abreast of the latest trends and developments in fundraising events and the art world.
  
  

Requirements

Preferred Qualifications:

ICP is committed to equal-opportunity employment. We believe that diversity, equity, and inclusion are values that are integral to offering an open forum for dialogue around photography and visual culture that is open to all. Through this lens, we hope to engage, educate, and inspire our visitors, students, and community at large. We welcome candidates from diverse backgrounds and look forward to receiving your application.

Education Qualifications

• B.A. degree required. Higher degree preferred.
  
  

Experience Qualifications

• Minimum of 5 years of development event management or equivalent experience in a cultural or other non-profit institution; knowledge of the visual arts world preferred.
• Proven experience with large-scale events management.
• Experience in fundraising and soliciting gifts and sponsorships.
  
  

Competency Requirements

• Strong organizational skills with the ability to manage run of show and coordination of multiple vendors
• High level of effectiveness in following up, meeting deadlines, and managing multiple tasks involving colleagues and others.
• Excellent communication and interpersonal skills, with the ability to build and maintain relationships with diverse stakeholders
• Ability to work effectively both individually and as a team player.
• A high level of energy, enthusiasm, creativity, and sound judgment; excellent attention to detail.
• Proficiency in Raiser’s Edge/Blackbaud database and Microsoft Office Suite
• Willingness to learn and grow as an events fundraiser
  
  

Working Conditions

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
• While performing the duties of this Job, the employee is regularly required to sit and talk or hear.
• The employee is occasionally required to stand and use hands to finger, handle, or feel and reach with hands and arms.
  
  

Special Environmental Factors: (Nature of the work environment)

• Ability to work evening events
  
  

Salary Description

$62,500 to $75,000

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