Event and Program Manager, Reynolda House and Reynolda Gardens

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Job Description Summary

The Event and Program Manager is responsible for providing experiences that deliver on the Reynolda brand promise. This staff member creates and oversees welcoming and inspiring events for both donors and the general public. The Event and Program Manager hires trains and schedules part-time staff members to ensure that Reynolda events and programs are keeping up with the expectations of our visitors reaching revenue aspirations and cultivating collaborative and inclusive environments. Working in collaboration with all departments across the Museum the Event and Program Manager assists with planning and actively serves all departments in the execution of events offered by Reynolda House and Reynolda Gardens; assists the Director of Advancement and the Assistant Director of Operations with fundraising events; and manages a departmental budget for revenue and expenses.

Job Description

Essential Functions:

• Responsible for events planned and/or supported by the Museum and Gardens to include but not limited to: menu planning rental orders space reservations and parking.

• Responsible for coordination execution and implementation of event set-up/breakdown with catering part time staff and other vendors. Plays an active role in event set up and breakdown.

• Responsible for coordinating day of logistics with vendors.

• Coordinates and executes a variety of events including but not limited to: Reynolda fundraising events corporate partner events annual Community Day plays concerts special tours after hour events VIP events academic lectures and exhibition opening celebrations.

• Hires schedules and manages a team of front-facing part-time staff members responsible for creating an exceptional experience.

• Develops and integrates strategy for execution of events and programs.

• Develops annual and event specific budgets and analyzes financial reports.

• Responsible for coordinating with the Business Office for all financial related activities for each event including submitting and approving invoices monitoring expenses preparing invoices and collecting payment from external clients use of petty cash or Reynolda Campus credit card devices for events and bar services.

• Collaborates with the marketing and communications team to ensure adherence to brand in events.

• Collaborates with the operations team (security facilities and collections) to ensure adherence to rules and regulations.

• Works in close collaboration with staff in all departments and ensures that event logistics and special assistance requests are shared in advance with the operations team as well as the front desk to ensure proper staffing.

• Makes decisions and recommendations in advancement of Reynoldas strategic directions.

• Leads a weekly logistics meeting with various departments across the Museum and Gardens.

• Performs other related duties as assigned.

Other Functions:

• An appreciation for the visual arts and cultural history and enthusiasm for furthering the mission of Reynolda.

• A stable and mature individual with an excellent work ethic attention to detail and ability to anticipate next steps.

• Strong organizational and communication skills.

• Ability to write clearly and persuasively.

• Strong computer skills including but not limited to Excel MS Word the Web Google Apps and database systems.

• Sense of urgency and commitment to accomplish goals.

• Positive attitude in interacting with staff members and volunteers on the phone and in person.

• Be comfortable interacting with people at all levels both internal and external to the Museum.

• Performs other related duties as assigned.

• Ability to work a flexible schedule to include evening and weekend hours.

Required Education Knowledge Skills Abilities:

• Bachelors degree in a related field.

• General knowledge of event planning strategies processes and available resources.

• Share logistical responsibilities for all events planned by the University Events office. These responsibilities include but are not limited to: rentals floral linens catering logistics and vendor negotiation.

• Fluency and experience in the following systems: Google Apps all major Social Media platforms and Microsoft Office.

• Ability to manage and motivate staff members in a high-impact environment.

• Extremely detail-oriented with a strong ability to organize workflow and coordinate multiple concurrent activities including the ability to set and meet realistic project timelines.

• Ability to work under pressure and with deadlines.

• Exceptional organizational skills and attention to detail.

• Ability to manage and meet deadlines on multiple tasks.

• Ability to work successfully independently and in a team environment.

• Ability to adapt to new software and propose new solutions.

• Ability to communicate clearly and effectively both verbally and in writing with internal and external colleagues.

• Creative decision-making skills; research analytical and critical thinking skills.

• Ability to work evenings and weekends as necessary.

• Ability to meet the requirements of the Universitys automobile insurance.

Accountabilities:

• Responsible for own work.

• Responsible for supervising one or more employees.

Physical Requirements:

Light work. Exerting up to 30 pounds of force occasionally and/or a negligible amount of force frequently and constantly to move objects. Stooping crouching reaching standing walking pushing pulling lifting talking and hearing. Close visual acuity. Subject to both environmental conditions: Activities occur inside and outside. Not substantially exposed to adverse environmental conditions.

About Reynolda:

Reynolda is set on 170 acres in Winston-Salem N.C. and comprises Reynolda House Museum of American Art Reynolda Gardens and Reynolda Village Shops and Restaurants. The Museum presents a renowned art collection in a historic and incomparable setting: the original 1917 interiors of Katharine and R. J. Reynoldss 34000-square-foot home. Its collection is a chronology of American art and featured exhibitions are offered in the Museums Babcock Wing Gallery and historic house bedrooms. The Gardens serve as a 134-acre outdoor horticultural oasis open to the public year-round complete with colorful formal gardens nature trails and a greenhouse. In the Village the estates historic buildings are now home to a vibrant mix of boutiques restaurants shops and services. Affiliated with and adjacent to the Reynolda Campus of Wake Forest University plan your visit at and use the free mobile app Reynolda Revealed to self-tour the estate.

Mission: Reynoldaas a museum garden and historic country estateconnects people with the beauty and complexity of the American story through the integration of art learning and nature. We cultivate experiences and environments that foster belonging.

Values: exploration open-mindedness continuous improvement community building passion.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

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