Assistant Director of Special Events

The Assistant Director of Special Events is responsible for developing and fostering business through leadership of the Special Events team, ensuring that the Special Events team meets and exceeds specific sales calls, site visits, and revenue goals set by Special Events Leadership for the department. The Assistant Director will recognize opportunities and create actionable plans to maximize revenue and enhance profitability, while always ensuring the effective operation of the Special Events department. They will assist with monitoring the annual budget and tracking the monthly receipts and expenditures for the purpose of maintaining a profitable department. Additionally, the Assistant Director will always provide a high level of customer service to clients and staff, has a willingness to go above and beyond to exceed a client's expectations, and proactively addresses and finds creative solutions for any client issues that arise. This position works with the museums facilities team to maintain building and rental spaces with high standards of cleanliness and safety for clients and their guests, and is able to manage, supervise, and motivate direct reports and museum event staff to provide excellent service to clients and colleagues.

QUALIFICATIONS

EDUCATION & EXPERIENCE

• Bachelor’s degree required.
• Minimum of seven years of event and managerial experience, preferably in a similar client service setting, or event venue  
• Combination of education and relevant experience from which comparable knowledge is demonstrated, may be considered. 

KNOWLEDGE, SKILLS, ABILITIES

• Must have excellent interpersonal, writing, and oral communication skills. 
• Ability to effectively communicate with all levels of staff and leadership within the museum. 
• Excellent leadership, personnel management and motivation skills are required.    
• Ability to handle issue resolution calmly & professionally, with close attention to detail is critical – knowing when to get assistance.
• Must be efficient at multitasking, providing attention to client and staff needs, while keeping the mission of the museum in mind. 

• Previous sales, event servicing and customer management skills are required. 
• Knowledge of Event & Diagram software, personal computing software, including Microsoft Suite and databases, a plus
• Close attention to detail is critical to success. 

PHYSICAL REQUIREMENTS:

• Ability to transport Special Events materials, weighing up to 30 pounds.
• Must be able to perform job duties that would require sitting, bending, and standing for long periods of time.
• Must be flexible to work varied schedules including holidays, weekends, and evenings. 
• Ability to work in various locations and conditions.

ESSENTIAL FUNCTIONS AND Accountabilities

1. Manages and supervises Special Events team to guide the day-to-day operations of Special Events to ensure attainment and adherence to the highest professional standards and to provide continuity and effective management. 
2. Ensures that the Special Events team proactively promotes, sells, and upsells the rental of the facilities, using professional and competitive tactics to all potential users, as an attractive venue for private entertaining, business meetings and musical performances with the purpose of generating revenue for Carnegie Museums of Pittsburgh.
3. Provide excellent customer service to all clients in Special Events.  Provide prompt follow through on all issues.  Solve client customer service issues in a productive and efficient manner.  Foster a spirit of collaboration and cooperation between the Special Events department and other CMP departments and personnel.
4. Recommend changes in sales & operational procedures to improve customer service
5. Manage and motivate staff, including direct reports, to provide a high level of customer service to clients. 
6. Track direct reports time in the payroll system. 
7. Responsible for hiring, training, supervising and evaluating direct reports. 
8. Assists with the financial planning and monitoring of revenue and expense of the annual budget and forecasts to assure sound fiscal management and profitability.
9. Assists in maintaining the highest level of event facility and building appearance, reporting issues as they arise. 
10. Promote the use of our exclusive in house vendors, to ensure proper planning, scheduling, and level of quality with respect to all events. 
11. Promotes and works with Special Events leadership, as well as other CMP staff, to offer Carnegie Museums of Pittsburgh products and services to achieve maximum exposure to increase revenue and profitability for CMP. 
12. Displays courtesy, sensitivity and tolerance when dealing with any employee, client, or public.
13. Projects professional image and attitude at all times. 
14. Recommends strategic investments needed to improve Special Events at CMP.
15. Maintains excellent working relationships with peer and senior management of CMP. 
16. Participates on various project teams, providing cooperative and professional leadership.
17. Keep current on trends in Special Events to promote industry leading practices.
18. Complete other projects, as requested by management.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential. D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.  G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.