The Exhibition and Private Events Administrator equally supports the Exhibitions and Private Events departments providing administrative, promotional, and operational support.
In Exhibitions, this team member will be responsible for maintaining the standards and procedures which protect artwork while on the premises and upholding the professional standards of integrity that characterize Strathmore exhibitions. Tasks include exhibition & event scheduling, drafting exhibition contracts, preparing project check lists, and reviewing marketing materials. Candidate must be detail oriented and have strong communication skills as the position interacts across internal departments and with artists and visitors.
In Private Events, this team member will execute administrative and promotional responsibilities designed to increase revenue from this important earned income source, while also providing an exemplary experience for our private event clients and their guests. This goal will be achieved through specialized inquiry, data tracking and reporting, mastery of private event venue guidelines and procedures, effective client communication and tours, drafting private event contracts, and the maintenance and update of Strathmore’s presence on lead generation websites and social media.
ESSENTIAL DUTIES AND RESPONSIBILITIES
May include but are not limited to:
Administrative Support - 50%
Maintenance of accurate exhibition and event information on EventBooking.
Maintenance and archiving of artist and client files.
Manage online jury system and Calls for Art
Assist with Gallery maintenance and ordering of exhibition supplies.
Code and route paperwork for artist and client payments and refund requests to Finance.
Draft offer letters, contracts, invoices, and other documents in the sales cycle.
Update spreadsheets for past and upcoming events for analysis and reporting.
In addition to attending standard staff meetings, will attend Exhibition and Private Events meetings and provide stats/reports as needed.
Prepare promotional Private Events packets for clients.
Experience with Microsoft Suite and Event Booking preferred
Experience with customer service, sales, and social media desired
Good driving record with valid driver’s license.
Sales Support - 50%
Promptly respond to and accurately record initial private event inquiries from various sources into EventBooking database sales module. Contact potential clients via telephone and email asking for more information on their inquiry.
Identify available dates and appropriate space and route inquiries to the venue Coordinator for follow-up.
Provide tours to potential private event clients as needed at all venues.
Routinely update the Exhibitions Instagram account, lead generation accounts, Pinterest and other social media.
Collaborate with Marketing Departments to help determine strategies for attracting and capturing increased Exhibition and Private Event sales.
Provide excellent customer service skills.
Foster positive relationships with a variety of vendors in the Exhibitions and Private Events industry (curators, installation experts, gallery owners, as well as photographers, DJs, musicians, florists, and event planners)
Assist with art receptions and private events (requires night and/or weekend commitments).
Other duties as assigned
A Competitive Candidate Is
A spirited thinker who anticipates needs, contributes creative ideas, and proposes solutions with strong decision-making capability.
Resourceful and takes initiative to investigate and resolve questions.
A confident communicator, capable of writing and speaking clearly and effectively.
Conscientious, organized, and attentive with experience preventing and catching mistakes.
Flexible in approach and demeanor to align with the shifting demands in a fast-paced environment.
Has a curiosity to continue learning and keep up on best practices.
Able to perform with a high-level of discretion, professionalism, and integrity with the ability to safeguard confidential information
ACCOUNTABILITIES? Satisfactory completion of this job includes successfully:
Drafting accurate exhibition contracts and detailed promotion and marketing materials.
Scheduling artwork deliveries, installation, and events for exhibition programming, carefully coordinated with the institutional calendar.
Producing consistent and clear correspondence with artists, visitors, buyers and internal departments.
Contributing to revenue goals across all private event venues with outstanding client communication and information maintenance.
Staying informed about the latest trends in the wedding and private events industries and applying that knowledge to initiate creative suggestions and improvements to the private events program.
Recording and analyzing sales data to accurately predict and measure results and inform future decisions.
Demonstrating good judgment in problem resolution.
Displaying team spirit to succeed and improve performance of departments and the organization.
Working within approved budgets.
1-2 years’ experience in gallery/exhibition management or interest in the field.
Demonstrates excellent oral and written communication skills.
Demonstrates excellent organizational and problem-solving skills.
Contributes ideas to improve effectiveness and quality of private event revenue efforts.
Exhibits maturity, initiative, dependability, and flexibility to handle complex situations and sensitivity to handle confidential information with professionalism.
Flexibility in scheduling with availability on weekdays and weekends, with some evenings.
For best consideration, please submit COVER LETTER and RESUME prior to January 3, 2021.
If submitting your application electronically, the email SUBJECT line must contain the words "Exhibition and Private Event Administrator." Only qualified applicants will be contacted.
Although emailed applications are preferred, applications may also be mailed to:
Human Resources 5301 Tuckerman Lane North Bethesda, MD 20852
Additional Salary Information: STATUS AND SALARY
This is an exempt, salaried position. Salary is commensurate with experience, in the range of $36,000 to $42,000 annually with a competitive benefits package including opportunities to attend a wide range of performances and events at The Music Center, The Mansion, and AMP. Staff are currently on a hybrid schedule with the option to telework up to two days per week.
About Strathmore Hall Foundation, Inc.
Strathmore is a nonprofit multi-disciplinary arts center outside Washington, DC with multiple venues, strong community partnerships and robust educational programming. Spotlighting world-class talent and serving as a launch pad for local artists, Strathmore presents nearly 400 accessible and affordable events and exhibitions each year in the Music Center, Mansion, on our 16-acre campus, at AMP, and throughout the community.
Based one-half mile outside the Capital Beltway in North Bethesda, Maryland, we are a public/private partnership with Montgomery County Government and serve the entire Washington, DC region and the state of Maryland with exceptional artistic experiences and opportunities to learn and connect. Our programming is a vibrant reflection of the community that surrounds us. Strathmore believes the most compelling contemplations of our world are created by artists. Amplifying these creative voices is at the heart of our work.
We are also engaged in and committed to ongoing, institution-wide conversation, education, and thinking about how systemic inequities impact our organization’s work and how best to address that in a way that is consistent with our mission. Th...is promise is made within the broad context of Strathmore’s Inclusion, Diversity, Equity and Access (I.D.E.A.) goals to expand access and diversity, promote inclusion, and build equity for all. In this proactive way, Strathmore intends to become a fully anti-racist organization. You can read more about Strathmore on our website, including information about our mission and values.