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Special Events Manager - Tampa Museum of Art

Tampa, FL
  • Expired: July 22, 2022. Applications are no longer accepted.

PuzzleHR is recruiting for Tampa Museum of Art

Now Hiring: Special Events Manager

Hours: Full-time schedule varies based on event calendar

Location: Tampa, FL

What's in it for you?

  • Company Paid Medical, Dental, Vision, STD, and LTD benefits
  • 401k plan at 4% match
  • Monthly parking reimbursement
  • Professional Development training and supportive culture
  • Paid Time Off

Job Summary

The Special Events Manager will oversee the creation, implementation strategies and execution of tailored, high-quality cultivation and stewardship events designed to drive donations and foster long-term Museum investment. This position is reports directly to the Associate Director of Development and is responsible for coordinating and managing event logistics, working collaboratively with all departments in the planning and execution of museum events

Supervisory Responsibilities

•The Special Events Manager will oversee all event staff, including the Private Events Coordinator(s).

Duties and Responsibilities

•Responsible for overseeing both the rental events and public events programs to build TMA as a top venue destination, including sales function, and ensuring that staff and vendors are executing the highest quality experience for all guests involved.

•Serve as the primary internal contact for all rental and internal special events by maintaining the institutional event calendar, responding to all event requests within 24 to 48 hours and internally communicating event logistics and needs to museum staff.

•Organizes, promotes, and maintains collaborative working relationships with key leadership, staff, and volunteers in support of TMA.

•Work with staff, donors, volunteers, and other museum staff to assist in establishing and maintaining relationships with all museum constituencies.

•Lead the sales effort for rental events, serving as an external representative of the Event programs; attend events to develop relationships and increase client base.

•Ensure all promotional materials, packages and contracts are accurate and available on-site, on the website and to be emailed or mailed to follow-up on inquires; create materials in coordination with the Marketing Department to support special sales or new initiatives.

•Coordinate with Marketing to develop advertising and promotion plans to meet goals for both rental and public events.

•Assist with all levels of client correspondence, vendor contracts negotiation, mass written communication to clients and vendors.

•Directly support the staging for events to minimize impact to guests and facilities, in coordination with the maintenance department. Assist all clients with "day of" details -coordinating set-up, traffic, timeline, food service, decorations, and clean up.

Core Competencies

•EVENTS/HOSPITALITY EXPERIENCE -Possess at least 5 years of experience in the hospitality and/or event planning field. Previous senior administrative experience with a proven record of sales and guest services accomplishments required. Direct experience in event planning and coordination as well as managing facility and event programs. Hands-on experience in vendor negotiation and coordination. Strong administrative skills. Ability to multitask, see many sides to complex issues, and perform at high standards with a collegial team.

•PEOPLE, PROJECT, AND PROGRAM MANAGEMENT SKILLS -Demonstrated experience organizing, managing, and evaluating events and programs. Effective team leadership skills. Cross-functional collaborative capacity. Ability to either take direction or work independently as the situation requires. Strong supervisory skills and proven success supporting staff development and empowerment.

•LEADERSHIP -Flexible, energetic, and outcomes-oriented self-starter who brings a creative approach to solving problems. Capacity to interact effectively with TMA's many visitor-based audiences and community partners. Represent the organization at local and regional levels through public speaking, marketing material, correspondence and 'cold-calls' to potential clients.

•CULTURAL COMPETENCIES -Model a responsibility to self-awareness and awareness of others to recognize that individuals bring unique backgrounds, beliefs, values, and world-views. View racial and cultural differences as assets to the organization.

•COMMUNICATION SKILLS -Exceptional oral and written communication skills including the demonstrated ability to research and analyze information, compose reports and correspondence, and present proven data in a clear and inspiring manner.

•DECISIVE NATURE -Well-honed ability to independently anticipate and analyze situations, define problems and objectives, recognize viable alternatives, and formulate rapid solutions, with understanding of the inherent risks and the implications of making tough decisions.

•COMPUTER SKILLS -Excellent computer skills including information technology, customer management database application, ticketing and reservation systems, and familiarity with a publishing or design software. High proficiency with and strong knowledge of Microsoft Office products and Google Applications. Experience with Raisers Edge a plus.

•AVAILABILITY -Maintain a flexible work schedule that includes evenings and weekends to meet the demands of executive management.

About Us: About the Tampa Museum of Art

Located in the heart of downtown Tampa, the Tampa Museum of Art leads as both a cultural institution and a community museum dedicated to celebrating its home city's diversity. In 2021, the Museum embarked on an ambitious renovation to increase exhibition space and education facilities to accommodate growing community partnerships and allow more hands-on, up-close experiences for students and adults. The Museum will remain open to the public throughout the Centennial Renovation, with an expected completion date in the second half of 2022.


•5+ years of progressive events management experience preferably in a museum, cultural organization, or other type of nonprofit entity.

•Bachelor's degree, preferably with a focus on hospitality, sales, and/or business management.

•Working knowledge of Microsoft Office suite, and ability to understand and develop budgets

•Must demonstrate a high level of integrity and trust; able to build strong partnerships across the institution with a sense of urgency and a clear set of priorities; has the ability to adapt to changing circumstances in a complex environment.

•Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

•Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

•Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

•Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

•Must fill in as needed for Private Events Coordinator Special Requirements

•Stand, walk across uneven terrain, climb stairs, reach, lift, carry and bend as well as sit for long periods of time at a computer.

•Must be able to lift15-30 pounds at times.



Tampa, FL
33694 USA


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