Membership and Special Events Manager

The Membership & Special Events Coordinator is responsible for implementing the AIHA membership program, executing all AIHA special events, and coordinating the museum’s space rental program. This position also works with development staff to create special events that support the stewardship and cultivation of members, donors and potential supporters, and especially by coordinating the annual Museum Gala, AIHA’s largest fundraising event. Membership ProgramDevelops and implements the annual plan to achieve revenue and enrollment goals for the AIHA membership program (individual and business memberships to $1,000)Manages all tasks and activities related to membership renewals, recapturing lapsed members and acquiring new members Participates in targeted community engagement opportunities to promote AIHA, such as street festivals, historic festivals, etc.Creates and produces membership materials (with Director of Communications)Develops and executes events and activities to steward current members, improve membership retention, cultivate membership prospects, and grow the membership programTracks membership statistics and metrics; produces periodic reports on membership programServes as the primary contact and relationship manager for Empire State Reciprocal Program (ESRP), North American Reciprocal Program (NARM), and the regional library systems for the Library Membership programWorks with Director of Communications to maintain the membership section of the AIHA website as needed Museum Special Events Acts as a primary point of contact for internal and external events, including but not limited to exhibition openings and member events; provides support and assists internal event planning for various departments as needed Directs all aspects of event execution with internal and external contracted vendors including catering, production, entertainment, security, parking, and patron servicesManages and oversees events on the day of the event, including event set-up, communication with staff, organizing vendors, and managing load-out.Proactively anticipates and troubleshoots any emerging issues during the planning process and on the event dayAttends departmental and event-specific planning meetingsMuseum GalaManages the execution of AIHA’s annual Museum Gala, including direction of vendors and staff throughout the processWorking with the Director of Development, Database Manager, and Development Stewardship Manager to manage invitation lists and mailing schedulesCollaborates with Director of Communication to produce printed collateral material (save the date, invitation, program book, on-site signage)Organizes and supports the Gala committee, and coordinates communication, as neededWorks with the Database Manager to maintain the RSVP listConducts post-mortem and follow-up on any open tasks post-event, as neededSpace RentalsManages promotion, sales, planning, and execution of facility-use events by outside clientsDevelops and maintains client and vendor relationshipsBuilds and enhances an event planning timelineProvides turnkey service and planning guidance to event rental clients while identifying the needs of each event and ensuring customer satisfactionAnticipates and troubleshoots any emerging issues during the planning process and on the event dayActively solicits sales opportunities for new eventsOther ResponsibilitiesSupports the Director of Development and development staff on the development and execution of initiatives, mailings, donor cultivation, and membership/development event planning and executionMaintains inventory of hospitality supplies Maintains AIHA’s liquor license and all necessary related permitsProvide feedback and periodic reports as needed/requested Ensures compliance with all health and safety obligations for eventsEnsures compliance with New York State tax regulations regarding fundraising activitiesOther duties as assignedCore Competencies (Knowledge, Skills & Abilities):Proven ability to plan and execute events in non-traditional and challenging spacesDemonstrated excellence collaborating with peers across disciplines and organizational departmentsAbility to cultivate and attract external clients for space rental programAbility to develop event budgets, create RFPs for vendor services, and execute event contractsExceptional attention to detail and accuracyAbility to manage deadlines and multiple priorities in a fast-paced environmentCompetent computer skills and effective use of digital productivity tools, including Microsoft 365 and experience with CRM or donor database Strong professional and business writing skills, including proposals and agreementsSuperior interpersonal skills, and the ability to resolve conflict constructively and build consensusAvailability to work full-time hours (~35 per week) onsite, with flexibility for off-hours events and assignments as neededReliable transportation Education & Work Experience Requirements:Bachelor’s degree preferred2-3 years of development or related experience requiredEvent planning experience desirableExperience coordinating a membership program preferableComfort working with the public/our member baseMust be able to work offsite occasionally for tabling eventsWorking Conditions and Environmental Factors: The work environment characteristics described here are representative of those the employee will experience on the job. While performing the duties of this job, the employee is working in office and/or client settings and may be exposed to items such as but not limited to toner, office equipment, dust, and low noise levels. Position is required to drive vehicle to conduct business as needed and therefore, will be exposed to all types of weather conditions.