Job Description

JOB OPENING

SPECIAL EVENTS MANAGER

Full-Time, Non-Exempt

Position Summary

The Special Events Manager oversees the planning, management, and execution of special events and venue rentals at ICA San Diego. This includes actively coordinating across departments; sourcing, managing, and developing relationships with external vendors; managing event logistics; and developing and maintaining relationships with current and potential venue rental clients. The Special Events Manager will also work closely with Learning & Engagement and Curatorial to advise and support ICA’s public programs.

The Special Events Manager position will report directly to the Director of Advancement.

Responsibilities include:

Events

• Plan and execute public and special events, including C You Saturday's, Insider Series, and other Advancement events, ensuring interdepartmental coordination
• Coordinate with other event planners and volunteer committees for larger events, including the annual gala
• Hire and manage outside vendors, including communicating event details in advance, overseeing performance, and ensuring expectations are met
• Curate a diverse selection of entertainment, food and beverage options for events to promote community engagement
• Coordinate the donation of items from corporations to support our events and reduce expenses
• Manage event staff, including task assignments and supervision
• Oversee the audio/visual equipment and functionality at events, including coordinating ahead with presenters, artists, speakers, performers, etc...
• Manage the event webpage and reservation link to track accurate attendance data and donations
• Oversee event sales protocols and train staff on how to handle transactions
• Work collaboratively across departments to ensure deadlines related to events are met and that the event schedule and activities maximize impact and engagement

Venue Rentals

• Actively seek and respond to rental inquiries, coordinate client communications (email and phone calls) for renting ICA spaces at North and Central, driving rental sales
• Track response times and conduct timely follow-ups with prospective clients
• Schedule and lead site tours for ICA North (Encinitas) and ICA Central (Balboa Park)
• Maintain and manage facility rental calendars across both locations
• Close sales of venue rentals to achieve goal conversion rates
• Analyze pricing strategies and pursue potential new revenue streams
• Negotiate and finalize rental contracts with clients, including terms and payments
• Implement rental events, coordinating with other departments as necessary for seamless execution
• Organize Venue Rentals team including contractors to maximize client experience
• Manage contracts and payment schedules with clients

Supervisory Responsibilities

• Hire and oversee vendors and contractors including bartenders, caterers, A/V technicians, photographers, videographers, entertainers, performers
• Oversees ICA staff when working events and assisting with venue rentals; report successes and areas for improvement to managers when appropriate

Required Knowledge, Skills, and Abilities

• Excellent customer service experience
• Sales experience including analyzing earned revenue opportunities
• Excellent interpersonal and communication skills
• Proven managerial experience and ability to lead a team
• Excellent organizational skills and the ability to develop and follow timelines
• Excellent time management skills and ability to prioritize and delegate work to meet deadlines
• Proficient with Google Suite or other similar software applications
• Excellent analytical, decision-making, and problem-solving skills
• Ability to lift at least 50 lbs. with or without reasonable accommodation

Preferred Knowledge, Skills, and Abilities

• Knowledge of art, art history and public programming
• Proficient in Salesforce or other CRM software for managing rental events

Required Education and Experience

• 2-3 years of experience in event planning and outside sales

Preferred Education and Experience

• BA in Fine Art, Art History, Museum Studies or related field
• 3-5 years experience planning and executing events
• Certificate in Event Planning Management

Work Environment and Physical Demands

This position will have a hybrid schedule and will be required to work at both our Central and

North locations. This position will need to frequently stand, bend, and lift to set up for events.

ICA is committed to providing an inclusive and accessible work environment. Should reasonable

accommodations be required to perform the responsibilities of this role or to participate in the

application process, please contact Human Resources.

Travel

Some travel within the San Diego region will be required.

Compensation

The hourly rate is between $29-32.25/hour. This role will be scheduled 40 hours per week,

Monday - Friday with some overtime, nights, and weekends as necessitated by events and

venue rentals. Benefits include $450 monthly toward medical insurance premium through ICA

San Diego’s insurance broker, 120 hours paid time off for the first year, 13 paid holidays in a

calendar year, staff appreciation days, discounts at select Balboa Park restaurants and shops,

and free admission to member museums.

Inclusion

ICA San Diego strives to demonstrate leadership by modeling excellence and best practices for

inclusion, diversity, equity, and accessibility. We believe in the power of human creativity and

value the opportunities for connection and learning that exist when cultures and communities

come together in collaboration and understanding.

We commit to championing policies and practices that value diversity, foster cultural equity, and

create an accessible and inclusive environment. ICA San Diego does not discriminate based on

race/ethnicity, age, disability, sexual orientation, gender, gender identity, socioeconomic status,

geography, citizenship status, religion, or any other protected class. We recognize our strengths

lie in the broad range of people who contribute their time and talents to our mission and are

dedicated to creating a safe, inclusive place.

To Apply

Please go to to fill out the application form. Please include your resume and a cover letter explaining what interests you about this position and the ICA as well as experience that makes you suited for this role. 

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