Job Description
POSITION OBJECTIVE:
The Director of Advancement Events is a leader within the Advancement Team who carries primary responsibility for The Phillips Collections' special events-more than 100 annually-that generate revenue; steward and cultivate current and prospective donors, patrons, and members; and enhance the museum's activities as well as the organization's institutional brand. They work closely with the Chief Advancement Officer to set strategic goals for both internal and external events including fundraising, budgets, and relationship building and promotion of The Phillips Collection as a premier rental venue in the DMV. The incumbent also collaborates closely with key Advancement staff to manage design, logistics, and marketing of the Phillips Travel Program.
Reporting to the Chief Advancement Officer, the Director of Advancement Events is responsible for overseeing the Special Events Manager, collaborating with the Advancement Operations team, and serving as a leader within the Advancement Department and collaborates cross-departmentally to execute beautiful events that position the Phillips as a destination cultural icon and venue within the District.
The Phillips Collection Advancement Department is in an exciting time of transition, following a highly successful Centennial Campaign, the arrival of a new leadership (a new Museum Director and CEO in March 2023 and Chief Advancement Officer in October 2023) and subsequent growth of the Advancement team, and record-breaking successes across the museum in FY24. A new strategic plan was approved in June 2024 to shape the near-term future and priorities of the museum.
ESSENTIAL FUNCTIONS:
Annual Gala
Create a comprehensive plan, strategies, and tracking mechanisms to achieve annual Gala fundraising goal ($700K+), in partnership with Corporate, Major Gifts, and other relationship managers across the Advancement department.
Develop and ensure adherence to a main Gala production timeline, inclusive of setting event dates, goals, and critical decision points.
Work with the Chief Advancement Officer to engage and manage gala leadership, including gala committees, honorees, and other leadership.
Schedule and lead planning meetings with relevant parties, including the trustee-led Gala Committee.
Create and disseminate RFPs for external Gala consultants and vendors and manage the selected consultant team by tracking actions and deliverables.
Oversee collateral and promotional materials to publicize the Gala, including printed invitations, website design, social media and e-blast campaigns, and night-of collateral.
Oversee seating preferences, including dietary restrictions and premium placements.
Accountable for all Gala actions and deliverables, including timely reporting, sponsor benefits, media engagement, and timely follow-up.
Internal Events and General Administration (Internal events include Phillips after 5, Board of Trustee events, Special Exhibition Openings, and other Advancement events, including diplomatic collaborations.) Collaborate with Advancement colleagues, the Director's Office, Curatorial, Music, Public Programs, Education, and THEARC to design and implement a comprehensive events strategy that nurtures the membership to major gifts pipeline goals.
Maintain a current list of Advancement Events throughout the fiscal year and participate, and lead when appropriate, strategic discussion across the organization to ensure resources such as spaces, equipment, and staff consider the institutions' capacity.
Design all event catering, décor, A/V, and lighting logistics and ensure seamless execution and implementation, including oversight of internal and external staffing.
Ensure events follow building and local neighborhood protocols in terms of safety for guests, staff, and museum assets in collaboration with Security and Facilities colleagues.
Hold and maintain ABRA license and ensure compliance to D.C. liquor laws.
Support Special Events Manager in planning and execution of all logistical aspects of Phillips after 5.
Serve as Phillips liaison for all opportunities to entertain via Embassy collaborations, in direct cooperation with Embassy social secretaries and cultural attaches, as well as the Director of Foundation and Government Affairs and Director of Corporate Affairs, as appropriate.
Maintain and catalog lists of approved vendors for both internal and external use (caterers, entertainment, staffing support, etc.).
Ensure timely event follow-up: briefings, thank you letters, invoicing, and dissemination of client information for cultivation purposes.
Collaborate with the Advancement Operations team on list building, RSVP tracking, and reporting for internal events.
Collaborate with Advancement Directors' cohort via weekly meetings and dedicated initiatives.
External Events (External events include corporate, non-profit, and private rentals of museum's spaces.) Set and oversee achievement of annual targets for external rentals revenue ($200K+ annually).
Work with the Director of Corporate Affairs to cultivate new, and maintain current, relationships with corporate supporters by ensuring high quality execution of events and leveraging synergistic venue-related benefits.
Approve rental package pricing, in collaboration with colleagues, and perform frequent assessments to ensure that they remain competitive in the local market.
Oversee promotion of external venues strategy including advertisement of museum spaces online and through specially designed collateral.
Network through local and national event organizations/conferences.
Oversee staffing strategy for external events and staff/support external event execution as necessary.
Travel Program Work with the Vradenburg Director & CEO, Chief Advancement Officer, and Chief Curator to set travel priorities, destinations, and timelines based on current Advancement donor event and activity schedules.
Lead planning of Phillips Travel, Circles Tours, and Phillips in the Field travel opportunities to: Plan all logistics for the trip including vendors, menus, timelines, etc. and collaboration with destination museums, galleries, and collectors.
Track an up-to-date list of traveler commitments.
Coordinate onsite liaison for travelers and TPC staff.
Work with third party consultant on Phillips Abroad international trips to: Approve logistics for the trip including vendors, menus, timelines, etc.
Track an up-to-date list of traveler commitments.
Coordinate onsite liaison for travelers and TPC staff.
Determine pricing, in collaboration with colleagues, and annually assess ROI and alignment with cultivation goals.
Other duties as assigned.
POSITION REQUIREMENTS & QUALIFICATIONS: 5-7+ years of events experience in a not-for-profit or hospitality environment, preferably in the arts and culture sector
College degree or relevant experience
Experience with leading, managing, and mentoring direct report employees, peers, and vendors, as well as interfacing with Trustees and VIP constituents with maturity, confidence, and presence
Knowledge and experience with events in the local market preferred; experience in catering and knowledge of protocol and etiquette highly desirable
Strong organizational and project management skills with ability to create and execute plans with measurable objectives
Budgeting acumen and extraordinary attention to detail
Collaborative, positive team player with high degree of personal initiative and accountability
Superlative written and verbal communication skills
Strategic, creative, curious, and organized thinker, skilled at managing multiple competing priorities
Knowledge of and passion for the arts, and especially the visual arts, strongly preferred
Ability to maintain confidentiality, use discretion, and employ tactfulness when handling sensitive and confidential situations
Availability for on-site staff support during events, including many nights and weekends, notably the Annual Gala held each May, essential
Availability to shadow at the Annual Gala on May 8 and 9, 2025, a plus
Ability to travel nationally and internationally, on occasion (5-10%)
Marketing and sales experience, a plus
Employment at The Phillips Collection is at-will. At-will means that you may terminate your employment at any time for any reason with or without notice and that The Phillips may terminate your employment at any time for any reason.
The closing date for accepting applications for this position is April 3, 2025. The Phillips Collection
Job Tags
Local area, Night shift,