Senior Events Manager

Sep 18 2023
Honolulu Museum of Art |Honolulu|Full Time, $65,000 - $75,000 / year
Job Description


Employment Status: Full-Time

FLSA Status: Exempt

Pay Range: $65,000 to $75,000 per annum

Work Hours: Monday-Friday 8:00am – 5:00pm. Some evenings and weekends.


Job Summary:

The Senior Events Manager is responsible for managing events that support HoMA’s visitors and exhibitions, which include opening receptions, annual fundraising events, cultivation events, membership engagement events, and facility rentals. Reporting to the Director of Strategic Partnerships, this role is responsible for event planning and scheduling as well as communication with all stakeholders to execute events of the highest quality.

Working closely with our Facilities, Security, and Café teams, the Senior Events Manager will create a Facility Rental program that develops, promotes, and implements a business plan to meet annual revenue and engagement goals in support of the Museum’s mission. We are looking for an experienced individual who thrives in the face of creative challenges and turns them into memorable, one-of-a-kind experiences.


Minimum Qualifications:

  • Bachelor’s degree in hospitality, tourism management, or related field.
  • 5 years of experience in event planning or related experience.
  • Keen attention to detail, exceptional organization skills, and the ability to manage multiple, simultaneous timelines and deadlines.
  • Excellent communication, customer service, and presentation skills.
  • Able to work under time-sensitive deadlines and the needs of diverse groups of people.
  • Experience in hosting events with over 200 guests.
  • Strong sense of fiscal and budgetary responsibility.
  • Proactive and creative problem solver and decision maker.
  • Able to mediate between diverse groups of people and embrace innovative ideas while keeping an eye on museum policies and budget.
  • Excellent interpersonal, written, and verbal skills. Communicates inclusively and makes volunteers and visitors feel that they are important and welcome at the museum.
  • Performs and completes all duties and responsibilities in a courteous and timely manner.
  • Respectful of the needs of the museum, the different departments, volunteer groups, members, visitors, community groups, and other constituencies.
  • Excellent computer skills, including Microsoft Office Suite.
  • Ability to manage sensitive information confidentially.
  • Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.
  • Ability to work within and support a diverse community of visitors, artists, and employees.
  • Ability to build, lead, and develop a driven, diverse team of employees and volunteers.

Desired Qualifications:

  • 2 plus years of professional event planning experience in a non-profit organization.
  • 2 plus years of experience interfacing positively with high-level donors, sponsors, partners, and stakeholders in various project roles.
  • Experience with fundraising.
  • Working knowledge of Tessitura or other Customer Relations Management (CRM) software.
  • Experience collaborating with volunteers in a high-volume setting.
  • Understanding of Honolulu Museum of Art’s established identity and dedication to advancing it.

Essential Duties:

  • Manages all planning for fundraising events, donor cultivation events, donor appreciation events, membership receptions, membership engagement events, facility rentals, and other events and programs.
  • Works closely with Director of Strategic Partnerships and museum leadership team to plan high-impact events designed to strategically and creatively cultivate and steward museum donors and supporters.
  • Supervises event staff, including event execution, interviewing, onboarding, scheduling, and time management.
  • Creates a Facility Rental program that develops, promotes, and implements a business plan to meet annual revenue and engagement goals in support of the Museum’s mission. Manages the ongoing needs of the program.
  • Oversees annual budget development for event business, aligns to institutional goals and strategic plans. Manages expenses and revenue to ensure fiscal health of program.
  • Builds relationships with clients and guests, communicating relevant information to internal stakeholders including Director and CEO and the Advancement team.
  • Responsible for all stages of event booking including operational planning, facility, technical and security requirements, vendor research and management, guest registration, sponsor deliverables, Contracts, and payment.
  • Provides dedicated attention to the management of the space use system and the sharing of information to ensure the museum standards for events are clearly executed through the collaborative relationship with the museum’s staff, third-party vendors, and partners.
  • Provides leadership around the best use scenarios for space use configuration and general maintenance to allow the museum to maximize its event opportunities and meet or exceed earned revenue targets.
  • Ensures supplies and resources for events are organized, maintained, updated, and replaced as needed.
  • Schedules briefing and de-briefing meetings with senior management for events as assigned.
  • Interfaces with museum trustees, event leadership committees, and high-level donors and supporters.
  • Manages the Tessitura database for events, including training, RSVP and attendance tracking, donor/member event attendance and engagement, and ticketing website and sales.
  • Works with internal departments including Facilities, Security, Installations, Café, Communications, and Curatorial on event requirements and facility maintenance guidelines.
  • Occasionally assists with invitation distribution and attendee list management.
  • Develops run-of-show schedules with day-of event details.
  • Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training and modeling inclusive behaviors.
  • In partnership with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff. 

Working Conditions and Atmosphere:

The Senior Events Manager works with minimum supervision. Work will often be performed with short deadlines and situations sensitive to the Museum. Regular office hours are required. Due to the nature of the responsibilities, evening and weekend work is sometimes required, and at times may be on an emergency basis.


The employee must be able to fulfil all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.


Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.


The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered to be an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 


HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is also prohibited.