Manager, Special Events
Manager, Special Events
Department: Special Events
Employment Type: Full Time
Location: Stephen A. Schwarzman Building
Reporting To: Kira Sandler
Compensation: $85,000 - $90,000 / year
Description
The Special Events Department produces over 300 events annually, including internal events that advance NYPL’s initiatives, and revenue-generating third-party events that raise critical operating funds for The New York Public Library (NYPL). The department is part of NYPL Operations, which also includes Capital Planning, Facilities, Finance, HR, IT, Security, and other teams key to the administration of The New York Public Library.
The Manager, Special Events (Revenue-Generating) is a position in the Office of Special Events, responsible for a robust portfolio of rental events. The Manager, Special Events will have significant financial responsibility for contributing to the department’s ambitious earned income goals through the sale and execution of third-party events at the Stephen A. Schwarzman Building (SASB) and the Stavros Niarchos Foundation Library (SNFL).
We are looking for someone we can count on to:
- An individual portfolio of revenue-generating rental events that will contribute to the departmental goal
- Managing the sales, contracting, planning, and execution of third-party events
- Prospective clients about the challenges and exciting opportunities associated with space rental at NYPL
- New and existing vendors how to work respectfully and creatively within a landmark building
- NYPL operations staff how to support Special Events in the execution of rental events
- Important policies, procedures, and protocols that govern event operations in NYPL facilities
- How to approach clients with professionalism and apply standardized procedures to best capture a wide range of clients and audiences
- Current business infrastructure and procedures through application and collaboration
- NYPL’s process for identifying new lines of business and opportunities for growth
- The promotion and cultivation of current or lapsed relationships with existing clients
- Our visibility through internal and external communications and targeted marketing outreach strategies
- Have developed an overall understanding of NYPL event spaces and their basic functionalities
- Have reviewed, discussed, and taken a deep dive into Special Events policies, procedures, and tools such as our Event Management Software (Tripleseat)
- Have shadowed team members on sales calls, site visits, and final vendor walk throughs
- Have met with key internal stakeholders to understand how they support the department
- Independently manage site visits for new business and execute previously contracted events
- Participate in regularly scheduled meetings and contribute updates and requests
- Generate basic event documentation including contracts, work orders, and client communications
- Independently produce a wide variety of revenue generating events
- Actively contribute to the team’s overall revenue goal by booking new business
- Report on their current “event pipeline” and assess conversion rates for site visits
- Maintain an advanced understanding of NYPL rental spaces, guidelines, and pricing
- Sell, contract, and execute a wide portfolio of third-party rental events
- Conduct client site visits, and maintain client and vendor communication pre- and post-event
- Produce internal staffing and briefing documents, collaborate closely with all levels of NYPL staff to minimize disruption to staff and patrons
- Oversee all on-site event logistics, serve as a liaison between the client and NYPL Operations teams
- Possess an up-to-date and comprehensive knowledge of the event industry as a whole, as well as an awareness of the top industry professionals, vendors, and planners
- Contribute to conversations regarding workflow and investment analysis to ensure continued success and sustainability
- Ensure that the NYPL brand is represented consistently and competitively across the market
- Perform other related duties, as required
Required Education, Experience & Skills
- Bachelor’s degree or 4+ additional years of related experience
- 7+ years of events management experience with a proven track record of impeccable event execution
- Prior experience within a fast paced event-centric environment.
- Familiarity with the NYC events landscape (vendors, venues, and trends)
- Experience with high net-worth clients and corporate executives
- Expertise in all stages of the event management process - site selection, contract negotiation, high-level budget management, the creation and implementation of event production schedules
- Working knowledge of basic legal terminology, and contract management
- Impeccable organizational skills with the ability to multitask, prioritize, and juggle a complex and varied portfolio of third party clients, all with their own unique priorities, needs, and timelines
- Strong written and verbal communication skills
- Strong customer service skills, when working with individuals at all levels such as NYPL staff, senior administrators, Fortune 500 corporate representatives, nonprofit organizations, private clients, and vendors
- Ability to communicate professionally with clients and vendors about NYPL’s procedures, policies, and protocols
- Ability to make in-the-moment decisions with professionalism and discretion, and escalate to higher-level management when necessary
- Demonstrated flexibility, reliability, and ability to work well under pressure
- Ability to work both collaboratively and independently
- Ability to manage extended hours and weekend work
- None
More...
All team members are expected and encouraged to embody the NYPL Core Values:
- Be Helpful to patrons and colleagues
- Be Resourceful in solving problems
- Be Curious in all aspects of your work
- Be Welcoming and Inclusive
- Office setting
- Event venue setting
- Hybrid schedule - a minimum of (3) days in office
- Lifting up to 40 lbs required
- May require travel within NYC
- No
- Non-Union
- Exempt
- 35 hours per week
- This position requires a combination of weekday office hours and frequent evenings and weekends
The New York Public Library Salary Statement
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The mission of The New York Public Library is to inspire lifelong learning, advance knowledge, and strengthen our communities.
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