Assistant Manager, Events & Donor Engagement

ABOUT THE WALTERS ART MUSEUM

The Walters Art Museum is among Americas most distinctive museums, forging connections between people and art from cultures around the world and spanning seven millennia. Located in Baltimore’s Mount Vernon neighborhood, the Walters is free for all. The museums campus includes five historic buildings and 36,000 art objects. The Walters At Museum has a COVID-19 Vaccination Policy that requires all employees to be fully vaccinated per the CDC’s definition of full vaccination.

Today, the Walters serves Baltimore and Maryland by embracing its role as educator and storyteller, using the collection as a vehicle of knowledge and cultural expression to support learning, dialogue, and community engagement. The museum is committed to public education, offering essential programs that help people to connect art to their lives. The Walters Visitor Promise aligns staff and volunteers across the museum to preserve and share the works in our care for future generations, partner with communities, and create welcoming, accessible experiences for visitors. The museum offers challenging and creative work opportunities by promoting collaboration, teamwork, and a culture that celebrates the diversity and inclusion of all. In December 2020, the museum finalized a set of multiyear diversity, equity, accessibility, and inclusion (DEAI) goals in alignment with the museums Strategic Plan and grounded in the following commitments: expand the histories the museum examines and share; partner with our communities; and center equity, inclusion, and accountability in our culture and decision-making.

Overview:

The Walters Art Museum has a robust program of special events including several ticketed fundraisers, donor cultivation and stewardship events, and other functions to connect donors to the museum. Reporting to the Manager of Development Events and Special Projects, this position will lead all cultivation and stewardship events for the Development department. They will also provide logistical support for the museums fundraisers, including its largest annual event An Evening at the Walters. To support the Development departments goal to expand its donor base, this position will also support a plan to identify prospects and cultivate donors from attendee lists. The Assistant Manager of Events and Donor Engagement will also be the primary contact for any rental inquiries and provide cross-divisional support when needed.

Special Events

• With oversight from the Manager of Development Events and Special Projects, plan, design, and produce exceptional special events for the Development Department that reflect and advance the Walters brand and cultivate prospects and donors.
• Coordinate all aspects of events including oversight of professional caterers, vendors, contracts, and set-ups to ensure museum policies and procedures are enforced.
• Work with Marketing & Communications team on event collateral including invitations, website updates, email and social media marketing, and other printed materials.
• Manage event production timelines.
• Track RSVPs and prepare event related materials, including name badges, escort cards, and seating assignments, when appropriate.
• Draft vendor contracts for review and approval.
• Manage event budgets; track expenses, code and submit invoices for review and approval.
• Manage technology and logistics for virtual events.

• Assist with preparation of sponsorship materials and mailings for fundraising events.
• Track sponsorship solicitations and ticket sales.
• Using the Altru database, create reports and coordinate completion of gift acknowledgments for fundraising event sponsorships and ticket sales with Donor Relations Coordinator.
• Assist with seating assignments and floor plans, programs and menus, and prepare check-in lists as needed.
• Assist with vendor management, check-in, and other duties as needed.
• Provide logistical support to the Manager of Development Events and Special Projects and help coordinate facilities, security, A/V needs and volunteers.
• All Other duties assigned.

Donor Engagement

• Work with the Development team to support a cohesive stewardship plan for individual, foundation, government and corporate donors and prospects.
• Identify prospects and cultivate donors from attendee lists.
• Identify new sponsorship opportunities for special events.
• Work with Donor Relations Coordinator to ensure event attendees are integrated into the museums regular donor relations and follow up plans.
• All other duties assigned.

General Development Support

• Attend weekly scheduling meetings to report out on event logistics.
• Book events in scheduling software, send work requests, and manage Development departments calendar of events.
• Primary contact for museum rental inquiries.
• All other duties assigned.

Requirements:

• Bachelors Degree.
• 3-5 years relevant experience with events, meeting/conference planning, and or fundraising.
• Excellent writing and editing skills.
• Must be attentive to detail, follow guidelines, and meet multiple deadlines.
• A high level of initiative, excellent interpersonal, time management, customer service and organizational skills.
• Ability to work independently and in a collaborative team setting with strong interpersonal skills.
• Diplomacy and tact in dealing with a diverse group of people.
• High level of ability to exercise discretion with sensitive information, maintain confidentiality, and use sound judgment.
• Familiarity with event vendors, event trends, production and planning techniques and knowledge on how to execute a plan to coordinate the vendors to work as a team.
• Flexibility and self-initiative with high standard for quality work.
• Ability to work evening and weekend hours.
• Computer proficiency in Microsoft Office Word and Excel.

Desired:

• Blackbaud/Altru experience a plus.
• Experience and/or interest in arts and culture.

Working Conditions:

• Must have flexibility to work weekends and evenings and to travel locally and domestically.
• Must be able to lift up to 15lbs and move safely around spaces and buildings.

All employees must be legally authorized to work in the United States.