Events Manager

Job Description Form  

Job Title: Events Manager 

Reports to: Director of Facilities 

Position Classification: Regular, Full-time  

Wage Classification: Hourly, Non-Exempt  

Wage Range: $42,000-45,500 Annual 

POSITION SUMMARY  

The Events Manager is responsible for all rental events within Fleisher Art Memorial's campus and ensures seamless execution from setup to load out. They will provide the smooth execution of various events, including weddings, corporate gatherings, private receptions, community rentals, our annual Founder's Award event, and community outreach events. This role requires a strategic thinker who can manage multiple projects simultaneously, ensuring that each event aligns with the organization's goals and brand. The Events Manager will work closely with internal facilities and community outreach teams, vendors, and clients to deliver successful events that meet or exceed expectations. This role manages, recruits, trains, and supervises the event support staff. 

KEY RESPONSIBILITIES  

Private Event Rental: 

• Oversee the complete cycle of private rental (weddings, corporate) events from inquiry to execution. 
• Organize site visits for potential clients to show and explain the venue before the event, considering programs and operational calendars. 
• Create detail-oriented timelines, rental agreements and contracts for all events to clearly outline costs and procedures to clients while maintaining the venue aesthetic. 
• Manage client’s objectives and expectations during the planning process. 
• Guide event staff and the facilities team to ensure smooth execution, including A/V, set up, and facilities maintenance of all events that live up to the reputation of Fleisher events. Serve as senior point person on the day of the event. 
• Assist with resetting areas used for events as needed to ensure smooth transitioning for regular programming needs. 
• Maintain event facilities upkeep and improvements including all event equipment. 
• Collaboration with retail partners for venue initiatives and needs; calendar events, promotional events including an annual open house. 
• Monitor event platforms to ensure prompt response to event introductions, client correspondence and inter-team correspondence. 

Fleisher Events: 

• Provide planning and day of (onsite) support for Fleisher’s suite of signature community programming: Día de los Muertos, Indonesian Festival, Handmade, and Print Love-In. Specifically, work with Director of Community Outreach to complete event briefs for each, coordinate Fleisher staff volunteer schedules, confirm layout needs and execute with Facilities, and problem-solve other event logistics.   
• Provide event planning and production support for Fleisher’s annual fundraising events, Founder’s Award, and other events as needed. Support may include participating in internal planning meetings, coordinating with any external vendors/caterers, drafting floor plans, confirming A/V needs, staffing the events onsite, and other duties as assigned by the Director of Development.  
• When appropriate, support the Development team with setting up and breaking down Board events (e.g., Board meetings, mixers, etc.). 

Administrative & other duties: 

• Collaborate with the Communications team to maintain public listings, promotions, refresh event rentals collateral, and ensure Fleisher website is up to date. Promote Fleisher as a unique site for special events, an experimental creative space, and as a hub for community gatherings.   
• Champion standardization and documentation of event best practices, milestone reporting, metrics, and strategic checkpoints. 
• Work with Director of Facilities to reach financial events goals through routine scheduled meetings 
• Maintain internal calendar of rental events effectively communicating to internal stakeholders when rental events are happening on campus. 
• Other duties as assigned. 

REQUIRED/PREFERRED RELATED EXPERIENCE:   

At least three years of experience in managing complex events serving diverse expectations and audiences (weddings, performances, fundraisers, etc.). 

Demonstrated experience managing multi-phase projects from inception to completion, including the ability to build consensus among team members and balance multiple priorities. 

Demonstrated small- and large-scale project development and management experience. 

Can provide PA State Police Criminal Record Check, FBI background check 

ADDITIONAL ELIGIBILITY REQUIREMENTS: 

• Additional language skills, especially in Spanish, is strongly preferred  
• Strong drive to work collaboratively 
• Able to handle multiple tasks simultaneously with attention to quality and accuracy 
• Experience in a professional environment demanding thoughtfulness, sophistication, and confidentiality with ability to relate well to people from many diverse backgrounds 
• Keen sense of accountability  
• Deep commitment to lifelong learning and arts education 
• Professional demeanor, especially under pressure; strong attention to detail and ability to accurately under deadline 
• Capable of working confidentially and professionally when handling sensitive information 
• Comfortable recruiting, training, and managing groups of staff and/or volunteers 
• Flexible schedule: ability to work mornings, evenings, and/or weekends  
• High level of initiative and energy 

Physical requirements (lifting, etc.):   

Physical requirements: this position is involved with the physical set up of events, including moving dozens of chairs, tables, and the ability to climb ladders. The ability to lift/move 50 pounds is needed.  

You may be required to lock up the building at end-of-day which entails the ability to move heavy gates safely. 

Hiring Team and Process: 

Screening Call: Garrett Williams 

First round: Gerard Silva, Crystal Ciervo, Eric Priesendanz, Caroline Charuk, Tom Karu 

Candidates will receive questions prior to their first round of interviews to align on expected experience. Interviews will last approximately one hour, with time for questions from the candidates.  

The projected start date for this position is late Summer/early Fall. The deadline for applications is September 2nd, 2024. 

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT 

Fleisher Art Memorial is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principles of diversity, equity, and inclusion, and to providing employees with a work environment free of discrimination and harassment. All hiring decisions are based on business needs, job requirements and individual qualifications. We do not discriminate in our process based on race, color, religion or belief, age, gender identity, sexual orientation, disability, or family status.  

Fleisher Art Memorial strongly encourages individuals from historically marginalized communities to apply.  

Founded by industrialist Samuel S. Fleisher in 1898 as the nation’s first community-based art center, Fleisher Art Memorial is renowned for its long-standing mission of making art accessible regardless of economic means, background, or artistic experience. In establishing what was originally known as the Graphic Sketch Club, Fleisher sought to create a place where anyone, especially those that otherwise lacked access to creative enrichment, could be inspired by art. 

Located in Southeast Philadelphia, Fleisher remains a thriving community arts center, providing free and low-cost studio art classes along with opportunities for emerging and established artists to exhibit their work. Extensive arts education and community-based programming also reflects the organization’s commitment to strengthening communities by developing, sharing, and promoting creative resources. 

Additional details about Fleisher Art Memorial can be found on its website: https://fleisher.org/about-us/ 

CC Version 

POSITION SUMMARY 

The Events Manager is responsible for all rental events within Fleisher Art Memorial's campus and ensures seamless execution from setup to load out. They will provide the smooth execution of various events, including weddings, corporate gatherings, private receptions, community rentals, our annual Founder's Award event, and community outreach events. This role requires a strategic thinker who can manage multiple projects simultaneously, ensuring that each event aligns with the organization's goals and brand. The Events Manager will work closely with internal facilities and community outreach teams, vendors, and clients to deliver successful events that meet or exceed expectations. This role manages, recruits, trains, and supervises the event support staff. 

KEY RESPONSIBILITIES 

Private Event Rental 

Oversee the complete cycle of private rental (weddings, corporate) events from inquiry to execution. 

Organize site visits for potential clients to show and explain the venue before the event, considering programs and operational calendars. 

Create detail-oriented timelines, rental agreements and contracts for all events to clearly outline costs and procedures to clients while maintaining the venue aesthetic. 

Manage client’s objectives and expectations during the planning process 

Guide event staff and the facilities team to ensure smooth execution, including A/V, setup, and facilities maintenance of all events that live up to the reputation of Fleisher events. Serve as senior point person the day of the event. 

Maintain event facilities upkeep and improvements including all event equipment 

Collaboration with retail partners for venue initiatives and needs; calendar events, promotional events including an annual open house. 

Monitor event platforms to ensure prompt response to event introductions, client correspondence and inter-team correspondence. 

Fleisher Events: 

Provide planning and day of (onsite) support for Fleisher’s suite of signature community programming: Día de los Muertos, Indonesian Festival, Handmade, and Print Love-In. Specifically, work with Director of Community Outreach to complete event briefs for each, coordinate Fleisher staff volunteer schedules, confirm layout needs and execute with Facilities, and problem-solve other event logistics.   

Provide event planning and production support for Fleisher’s annual fundraising events, Founder’s Award, and other events as needed. Support may include participating in internal planning meetings, coordinating with any external vendors/caterers, drafting floor plans, confirming A/V needs, staffing the events onsite, and other duties as assigned by the Director of Development.  

When appropriate, support the Development team with setting up and breaking down Board events (e.g., Board meetings, mixers, etc.).  

Administrative & Other Duties: 

Collaborate with the Communications team to maintain public listings, promotions, refresh event rentals collateral, and ensure Fleisher website is up to date. Promote Fleisher as a unique site for special events, an experimental creative space, and as a hub for community gatherings.   

Champion standardization and documentation of event best practices, milestone reporting, metrics, and strategic checkpoints. 

Work with Director of Facilities to reach financial events goals through routine scheduled meetings 

Maintain internal calendar of rental events effectively communicating to internal stakeholders when rental events are happening on campus. 

Other duties as assigned.