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Sr. Events Planner

University of Miami
Coral Gables, FL

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Lowe Art Museum has an exciting opportunity for a full-time Sr. Events Planner to work in Coral Gables, FL.

The Sr. Events Planner oversees all aspects of planning meetings, conferences, workshops, seminars, lectures, and other special events for the assigned department(s). Furthermore, the Sr. Events Planner assumes responsibility for ensuring all amenities and accommodations at the event are adequate.

Department Specific Functions for the Lowe Art Museum

  • Ensure that all Membership and donor cultivation/stewardship events are not only within budget but also of superior quality and strategically designed to advance the Lowe’s goals and objectives.

  • Manage all special programs and events, including (but not limited to) exhibition openings, lectures, private VIP dinners, VIP meetings, Art Basel Week, and Lowe programs. Specific duties include, but are not limited to:

    • Manage and monitor all RSVPs systems.

    • Provide Lowe Director and DAR liaison with event guest lists as well as unit-specific insights where practicable.

    • Monitor guest check-in.

      • Warmly greet and welcome guests to event space, pointing out specific exhibition and event areas.

      • Be well-informed and prepared to accurately answer questions from event attendees regarding prices, program schedule, event locations, venue facilities, etc.; ensure that student workers are similarly briefed and informed.

  • Direct and assist equipment rental companies with deliveries to designated event locations.

  • Perform all set-up and breakdown of event spaces, including chairs, tables, decorations and other equipment in accordance with the museum safety standards and fire codes.

  • Inspect areas prior to the start of an event; report any issues that may negatively impact guest experiences.

  • Anticipate and respond to client requests, needs, or complaints by immediately providing personal assistance or notifying relevant team members and/or divisions.

  • Ensure that all public areas remain clean and well-maintained; contact housekeeping and or facility maintenance staff to report areas in need of attention.

  • Report any potential safety hazards/risky activities including trespassers, intoxicated guests, or other inappropriate or unsafe behaviors.

  • Report any guest or vendor actions that may cause damage to historical furniture, exhibitions, and/or the building.

  • Must be available to work evenings and weekends as needed for special events.

  • Cultivate relationship with long standing gift-in-kind sponsors; secure gift-in-kind sponsors for different events.

  • Create and design special items for giveaways and museum promotions.

  • Develop the museum rental program, increasing yearly rental quota and associated revenue.

  • Coordinate all event contracts and vendor agreements with OBS and Risk Management.

  • Shepherd these same through the CONGA system.

  • Maintain wine inventory and report to Risk Management accordingly.

  • Supervise Lowe Membership Coordinator.

  • Lead Membership Coordinator to engage current members through special programming and events.

  • Work with Membership Coordinator to expand membership reach and increase sales.

  • Coordinate Lowe Art Museum’s partnerships with prestigious art fairs (viz., Art Basel, Art Miami, Design Miami, and other satellite fairs)

  • Work closely with Lowe Director and DAR to attain goals and measures through events and Membership drives.

  • Act as “concierge” liaison between the Lowe and its Advisory Council.

  • Manage LAM master events calendar.

  • Manage Miami Museum Events calendar ensuring no schedule conflicts with other Miami museums.

  • Assist other LAM departments with event logistics.

Minimum Qualifications:

  • Bachelor’s Degree in relevant field

  • Minimum 4 years of relevant experience required; 5 years with progressive management skills preferred. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Attitudes:

  • Ability to communicate effectively in both oral and written form.

  • Ability to handle difficult and stressful situations with professional composure.

  • Ability to maintain effective interpersonal relationships.

  • Ability to understand and follow instructions.

  • Strong interpersonal and organizational skills with an ability to achieve cross-functional teamwork.

  • Ability to work simultaneously on multiple projects in a complex, highly demanding, and fast-paced work environment.

  • Must be able to work under pressure, prioritize, and re-prioritize to meet multiple deadlines.

  • Ability to establish and maintain positive working relationships.

  • Ability to exercise sound judgment, tact, and diplomacy especially with donors, volunteers, collectors, patrons, trustees, and museum staff.

    The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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    Full time

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