The Cleveland Museum of Natural History (CMNH), founded in 1920, is located in the heart of University Circle, five miles east of downtown Cleveland, Ohio. Considered among the top 10 institutions of its kind in North America, the Museum offers an incredible visitor experience, attracting roughly 275,000 visitors a year. There are more than 140 public education programs and over 80,000 students served annually. The Museum employs about 160 people.
Building on its strong foundation of excellence in education and research, the Museum is poised to transform itself. CMNH will invite and engage a broader audience in the exploration of science and the natural world by revolutionizing the way it presents natural history. The Museum has launched a capital campaign to support a dramatic renovation and expansion of its facilities and exhibits. This ambitious plan will position the Museum to play a leading role in regional and national efforts to improve science education and increase scientific literacy.
CMNH is seeking a dynamic, creative and energetic individual who is passionate about the Museum and its mission; exhibits strong project management and organizational skills; is looking for new challenges; and enjoys working in an enthusiastic and fast paced environment.
The Assistant Manager of Private Events and Group Sales is responsible for assisting the Manager of Private Events and Group Sales with planning, scheduling and facilitation of group tours as well as internal and external events and those initiated by clients who hold private events at the Museum.
ESSENTIAL DUTIES & RESPONSIBILITIES
Acts as primary Museum contact for assigned private events. Coordinates outside contractors and internal departments while ensuring the protection of Museum exhibits and displays. Responsible for ensuring that the operational needs of clients are met by mobilizing the necessary internal resources to properly set up, operate and close out assigned event. Serves as primary or secondary contact for client and all internal departments and must be present during the execution of the event. Provides quick service for last minute changes as needed.
Provides excellent customer service and a welcoming environment as the Museum contact for private events and group tours as assigned. Proactively anticipates and responds to client inquiries and concerns the day of the event.
Works proactively with the on-site caterer and client to ensure contractual obligations are met.
Responsible for ensuring Museums liquor inventory is properly stocked, rotated and accounted for. Coordinates liquor inventory for assigned event and communicates with catering staff timing and procedures for alcohol/bar services.
Ensures that rental space and audio visual equipment has been inspected and ready for use on designated event/program day. Assists and troubleshoots basic IT and audio-visual needs for clients in meeting and event spaces.
Is the primary contact for children’s birthday parties and responds to all client inquiries in a timely fashion. Coordinates all party details including: scheduling events and organizing event calendar, coordinating Museum staff and catering, keeping accurate inventory of supplies and placing orders as necessary, processing payment and conducting follow-up surveys.
Maintains documentation of all contracts and correspondence related to accounts.
Prepares and distributes to client and internal Museum departments, in a timely manner, event documents detailing all information required for the execution of the event. Accurately inputs and updates all information to the account and distributes it to internal departments as needed.
Prepares post-event evaluations and updates all pertinent information into computer/ database files.
Prepares, reviews and completes final event settlements and invoices. Processes payments and maintains accurate records relating to payments.
Works with the Sales Manager to increase department sales by conducting gallery tours, telephone and email correspondence.
Assists with planning and executing content marketing strategy for private events via Twitter, Instagram and Facebook.
Respond to client inquires by either providing information or directing inquiry to appropriate internal department.
Advises clients on the operational procedures, policies, rules and regulations and deadlines of the Museum.
Performs related duties as assigned by the Manager of Private Events and Group Sales.
EDUCATION AND/OR EXPERIENCE
Associates degree, three (3) to five (5) years related experience and/or training; or equivalent combination of education and experience
Proficient knowledge of Microsoft Office products to include Word, Excel and PowerPoint. Experience working with CRM databases, Tessitura helpful.
Excellent problem-solving and decision-making skills.
Excellent written and verbal communication skills.
Knowledge of LCD projectors, laptop/desktop computers, and other audio visual equipment.
Must have a pleasant demeanor, positive attitude and be comfortable interacting with internal and external clients.
Excellent attention to detail and organization.
Must be able to work under limited supervision.
Professional presentation, appearance and work ethic.
Ability to work in a team environment and interact with all departments and levels and staff.
Ability to function in a fast-paced environment with time constraints and within established deadlines.
Ability to stand and walk for substantial amounts of time and lift 40lbs without reasonable accommodation.
Willingness to include evenings and weekends in the normal work schedule.
Ability to be an enthusiastic ambassador of the Museum by keeping abreast of new exhibits, museum-wide programs and maintaining a scientific curiosity about the natural world.
Please send a cover letter, resume, and three professional references to:
Cleveland Museum of Natural History
1 Wade Oval Drive, University Circle
Cleveland, Ohio 44106
No phone calls, please.
The Cleveland Museum of Natural History is an EQUAL OPPORTUNITY, ADA EMPLOYER and a SUBSTANCE-FREE WORKPLACE