American Folk Art Museum
Special Events Associate
The American Folk Art Museum is seeking a Special Events Associate to be a key part of a small development team—someone who is willing to take on new tasks and challenges as they arise with good communication and a sense of humor.
The Special Events Associate reports to the Deputy Director for Development and will oversee the production, implementation, and management of museum events, including the opening receptions, members’ events (both at the museum and offsite), and other festive events. Additionally, the Special Events Associate oversees many aspects of the annual Fall Benefit Gala, the Folk Art Explorers Program, and space rentals at the museum. The position requires managing multiple tasks simultaneously within tight deadlines to ensure that all event components be executed on time, on budget, and with style and success. The Associate collaborates with other departments of the museum to ensure proper communication of planned events and programs.
Qualifications: Two years of event planning or development experience, knowledge of Raiser’s Edge fundraising software, proficiency in Excel, and solid writing and communication skills. Museum experience a plus.
Duties and Responsibilities:
- Oversee creative design, production, and all logistics of events from setup to breakdown, including coordinating catering and bar services, arranging for deliveries, processing invoices, creating and executing run of show, staffing the event, and arranging equipment rentals.
- Oversee the mailing and distribution of event-related printed and digital materials, and track responses
- Seek sponsors and donations for events when possible
- Generate event mailing lists through the use of Raiser’s Edge
- Produce and distribute invoices, appeals, and tax acknowledgement letters as they relate to a particular event, individuals, and corporations
Space Rental Program
- Manage the Space Rental program, including but not limited to site visits, client relations, contract negotiation and fulfillment, on-site event management, invoicing, and follow-up
- Research outreach opportunities to publicize the museum as an event space
Annual Fall Benefit Gala
In partnership with the Event Planning Consultants:
- Oversee the mailing and distribution of event-related materials (e.g., save-the-date postcards, benefit committee letters, invitations, evites, auction ask letters)
- Manage and track all incoming ticket/table sales and contributions according to accounting protocols, and process acknowledgements
- Oversee the request process, tracking, and acknowledgement of silent auction donations
- Develop the event timeline, day-of run of show, and volunteer schedule
- Develop and track all seating arrangements
- Act as point of contact for day-of logistics
Folk Art Explorers
- With the cooperation of the board and under the guidance of museum leadership, plan and oversee at least two trips per year (with the possibility of additional trips) that include private folk art/art-brut collections and other private/VIP experiences
- Research vendors, artists, and activities related to the trip and develop an itinerary for the program
- Develop and maintain a working budget for the trips, which includes expenses and income
- Act as the main point of contact for all travel program logistics
- Oversee the maintenance of the constituent management database
- Arrange for the sending of gifts for important dates (birthdays/deaths)
- Flexibility to participate in occasional evening and weekend events, and to travel as needed
- Keep informed of and participate in relevant areas of museum fundraising, development, and event production by attending regular professional development programs relating to each field
- Maintain contact with the broader network of museum professionals in the field of development
- Other duties as assigned
Please send resume and cover letter to email@example.com. No phone calls, please.
Equal Opportunity Employer
The American Folk Art Museum provides equal opportunity to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, mental or physical disability, pregnancy, alienage or citizenship status, marital status or domestic partner status, genetic information, genetic predisposition or carrier status, gender identity, HIV status, military status and any other category protected by law in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, lay-off and termination, and all other terms and conditions of employment.
The American Folk Art Museum is located at 2 Lincoln Square in midtown Manhattan. The administrative office for the museum is in Long Island City, Queens.
Thank you for your interest in volunteering at the American Folk Art Museum! Volunteers are vital to the success of the museum, contributing countless hours to visitor services, education projects, administrative assignments, and special events. The museum is always seeking energetic and committed volunteers interested in folk art and self-taught artists. While each opportunity requires specific skill sets, every qualified candidate must be dedicated, communicate effectively, possess basic computer skills—including familiarity with the internet—and have a valid email address.
To apply: Please complete the volunteer application form here.
If your skills and qualifications meet our immediate needs, you will be contacted for an interview. If not, your application will be kept on file and you will be contacted if an appropriate position becomes available. Only individuals authorized to work for the museum in the United States will be accepted into the internship program. The museum will consider expressions of interest in providing volunteer services to the museum from non-work authorized individuals.
The museum offers internships for college and university students, graduate students, and emerging professionals interested in museum careers. The goal of an internship is to provide practical experience as well as a general understanding of the role of an individual department within a larger museum setting. Academic internships are by semester or full year. For general internship queries, send a résumé and cover letter to firstname.lastname@example.org, stating the departments you are interested in working in, the skills you bring, and how you hope to contribute to the department.
There are currently no open internship positions.
Visit the Fellowship page to learn about current opportunities.