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Director/AVP of Special Events

Director/AVP of Special Events

The Intrepid Sea, Air & Space Museum is one of America’s leading historic, cultural and educational institutions. Opened in 1982, the Museum, anchored aboard the former USS Intrepid, a national historic landmark, has welcomed more than 10 million visitors and currently welcomes almost one million visitors annually. The Museum's mission is "to honor our heroes, educate the public and inspire our youth."  The Museum pursues this mission through a dynamic and enriching exhibition environment recounting human stories behind the machinery on display in relation to the service era of the Intrepid: in World War II, the Cold War, NASA recovery missions and three tours in Vietnam. In connection thereto, the Museum delivers a broad range of credible, innovative, and engaging educational programs supplementing classroom learning in history, science, and leadership as well as extensive public and proprietary programs honoring those who serve our country – all to inspire our youth.

We are seeking a Director/AVP of Special Events to sell the Museum as a venue for group meetings, events, and conventions, including prospecting, sales calls and meetings, and closing; manage and administer the Special Events department, including all budgeting, reporting, and staff supervision.  The Director will plan and manage client group meetings, events, and conventions as needed by performing the following duties:

Sales and Promotions Duties

  • Researches, designs, and develops strategic special event sales and marketing plan.
  • Researches and locates new markets and new clients in existing markets to hold events at the Museum and creates and maintains organized prospect files to be used for promotional purposes.
  • Coordinates with Chief Marketing Officer and Marketing Department to develop and manage direct marketing programs and materials for direct sales, lead generation, trade shows, and Web campaigns, following marketing plan and budget constraints.
  • Contacts executives and event managers of organizations, businesses, and other potential clients to explain services and facilities offered by museum and to solicit their business.
  • Build and maintain relationships with current and past special events clients, generating new and repeat business.
  • Meet with clients both on and off-site to build and maintain relationships and develop new business.
  • Represents the museum through attendance at trade shows and conferences.
  • Work closely with Restaurant Associates to manage incoming calls, inquiries, site inspections, and other activities.
  • Manages special events budget.
  • Supervises and trains service representatives.

Management and Administrative Duties

  • Analyzes information concerning facility operation, such as sales, event schedules, attendance, and labor costs to prepare budget and to maintain cost control of facility operations, following standard business procedures
  • Develops and implements strategic sales plans, including sales forecasting activities and setting performance goals and reviews market analyses to determine customer needs, price schedules, and discount rates.
  • Monitors and evaluates the activities and products of the competition.
  • Continuously communicates with department heads regarding the actions and needs of the special events department.
  • Directs staffing, training, and performance evaluations to develop and motivate special events department.

Event Management Duties

  • Coordinates activities of personnel to make arrangements for group meetings, events and conventions to be held in facility.
  • Oversees consultations with representatives of group or organization to plan details, such as number of persons expected, space desired, and food-service schedule.
  • Coordinates obtaining of appropriate permits from fire and health departments and certificates of insurance from clients and vendors.
  • Notifies and coordinates with various department heads to coordinate event arrangements.
  • Through subordinate personnel, directs workers in preparing rooms and halls and erecting displays and exhibits
  • Organizes and oversees required catering services and room and audio-visual equipment setup with appropriate department or business.
  • Inspects rooms and displays for conformance to needs and desires of client and to ensure compliance with company guidelines, state, and local health laws.
  • Determines appropriates responses to problems and emergencies, adjusts complaints, and performs other duties to promote goodwill.
  • Provides project status updates.

Other Duties

  • Performs activities of workers supervised, including event management.
  • Performs other duties as required by management.

The ideal candidate will have a BS or BA degree from a four-year college or university in Hospitality or a related field and five or more years related experience and/or training; or equivalent combination of education and experience. Three or more years of experience in sales, including account management, sales prospecting, lead generation, and customer support. The candidate will have the ability to organize and manage multiple tasks; to liaise with a variety of technical and operational personnel and strong organizational skills and the ability to meet deadlines. He/she must be proficient computer knowledge, including proficiency with word processing, database, powerpoint and spreadsheet software.  Ability to work independently, as well as in a team environment. Ability to work weekends, holidays, and evenings as necessary. Ability to work weekends, holidays, and evenings as necessary.

For consideration e-mail resume with salary requirements to:

Be sure to include the title of the position you are interested in and your salary requirements.

NO PHONE CALLS. Only those candidates selected for an interview will be contacted.

The Intrepid Sea, Air & Space Museum is an equal opportunity employer.

The Intrepid Sea, Air & Space Museum is an equal opportunity employer.