Event and Program Manager, Reynolda House and Reynolda Gardens

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Job Description Summary

Job Description

Essential Functions:

• Responsible for events planned and/or supported by the Museum and Gardens, to include but not limited to: menu planning, rental orders, space reservations, and parking.

• Responsible for coordination, execution, and implementation of event set-up/breakdown with catering, part time staff, and other vendors. Plays an active role in event set up and breakdown.

• Responsible for coordinating day of logistics with vendors.

• Coordinates and executes a variety of events, including, but not limited to: Reynolda fundraising events, corporate partner events, annual Community Day, plays, concerts, special tours, after hour events, VIP events, academic lectures, and exhibition opening celebrations.

• Hires, schedules, and manages a team of front-facing, part-time staff members responsible for creating an exceptional experience.

• Develops and integrates strategy for execution of events and programs.

• Develops annual and event specific budgets and analyzes financial reports.

• Responsible for coordinating with the Business Office for all financial related activities for each event including submitting and approving invoices, monitoring expenses, preparing invoices and collecting payment from external clients, use of petty cash or Reynolda Campus credit card devices for events and bar services.

• Collaborates with the marketing and communications team to ensure adherence to brand in events.

• Collaborates with the operations team (security, facilities, and collections) to ensure adherence to rules and regulations.

• Works in close collaboration with staff in all departments and ensures that event logistics and special assistance requests are shared in advance with the operations team, as well as the front desk, to ensure proper staffing.

• Makes decisions and recommendations in advancement of Reynolda's strategic directions.

• Leads a weekly logistics meeting with various departments across the Museum and Gardens.

• Performs other related duties as assigned.

Other Functions:

• An appreciation for the visual arts and cultural history, and enthusiasm for furthering the mission of Reynolda.

• A stable and mature individual with an excellent work ethic, attention to detail, and ability to anticipate next steps.

• Strong organizational and communication skills.

• Ability to write clearly and persuasively.

• Strong computer skills including, but not limited to, Excel, MS Word, the Web, Google Apps, and database systems.

• Sense of urgency and commitment to accomplish goals.

• Positive attitude in interacting with staff, members, and volunteers on the phone and in person.

• Be comfortable interacting with people at all levels, both internal and external to the Museum.

• Performs other related duties as assigned.

• Ability to work a flexible schedule to include evening and weekend hours.

Required Education, Knowledge, Skills, Abilities:

• Bachelor's degree in a related field.

• General knowledge of event planning strategies, processes, and available resources.

• Share logistical responsibilities for all events planned by the University Events office. These responsibilities include, but are not limited to: rentals, floral, linens, catering, logistics and vendor negotiation.

• Fluency and experience in the following systems: Google Apps, all major Social Media platforms, and Microsoft Office.

• Ability to manage and motivate staff members in a high-impact environment.

• Extremely detail-oriented, with a strong ability to organize workflow and coordinate multiple concurrent activities including the ability to set and meet realistic project timelines.

• Ability to work under pressure and with deadlines.

• Exceptional organizational skills and attention to detail.

• Ability to manage and meet deadlines on multiple tasks.

• Ability to work successfully independently and in a team environment.

• Ability to adapt to new software and propose new solutions.

• Ability to communicate clearly and effectively, both verbally and in writing, with internal and external colleagues.

• Creative decision-making skills; research, analytical, and critical thinking skills.

• Ability to work evenings and weekends, as necessary.

• Ability to meet the requirements of the University's automobile insurance.

Accountabilities:

• Responsible for own work.

• Responsible for supervising one or more employees.

Additional Job Description

Physical Requirements:

Light work. Exerting up to 30 pounds of force occasionally and/or a negligible amount of force frequently and constantly to move objects. Stooping, crouching, reaching, standing, walking, pushing, pulling, lifting, talking, and hearing. Close visual acuity. Subject to both environmental conditions: Activities occur inside and outside. Not substantially exposed to adverse environmental conditions.

About Reynolda:

Reynolda is set on 170 acres in Winston-Salem, N.C. and comprises Reynolda House Museum of American Art, Reynolda Gardens and Reynolda Village Shops and Restaurants. The Museum presents a renowned art collection in a historic and incomparable setting: the original 1917 interiors of Katharine and R. J. Reynolds's 34,000-square-foot home. Its collection is a chronology of American art and featured exhibitions are offered in the Museum's Babcock Wing Gallery and historic house bedrooms. The Gardens serve as a 134-acre outdoor horticultural oasis open to the public year-round, complete with colorful formal gardens, nature trails and a greenhouse. In the Village, the estate's historic buildings are now home to a vibrant mix of boutiques, restaurants, shops and services. Affiliated with and adjacent to the Reynolda Campus of Wake Forest University, plan your visit at reynolda.org and use the free mobile app, Reynolda Revealed, to self-tour the estate.

Mission: Reynolda-as a museum, garden, and historic country estate-connects people with the beauty and complexity of the American story through the integration of art, learning and nature. We cultivate experiences and environments that foster belonging.

Values: exploration, open-mindedness, continuous improvement, community building, passion.

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.