Join a dynamic team at the Kansas City Art Institute and help bring extraordinary events to life in one of the city’s most creative environments! We're seeking a passionate, organized, and visionary Manager of Special Events & Space Rental to lead unforgettable experiences that support art, education, and community.
POSITION TITLE: Manager of Special Events and Space Rental
DIVISION: Administration
DEPARTMENT: Advancement
WORKER TYPE: Full-Time
PAY: $50,000
The Manager of Special Events collaborates with the Institutional Advancement team, President, Trustees, staff, and faculty to develop, coordinate, and execute KCAI’s fundraising events and Space Rental Program. This role is instrumental in advancing the institution's mission by strategically planning, managing, and executing high-impact fundraising events while overseeing and optimizing space rental operations to enhance revenue and community engagement.
Essential Functional Responsibilities:
Event Planning and Execution:
- Plan, coordinate, and execute major fundraising events, including ARTPOP, Art & Design Auction, ArtFare, and Endowment Luncheon.
- Oversee all event logistics, including venue selection, catering, vendor coordination, entertainment, volunteer management, and guest experience.
- Develop and manage event budgets, ensuring cost-effective planning and execution.
- Provide post-event financial reporting and analysis.
- Support the planning and execution of auxiliary and Warwick Society events.
- Other duties as assigned.
Space Rental Management:
- Oversee the rental of KCAI facilities and event spaces to external clients.
- Manage all aspects of the rental process, including inquiries, bookings, contracts, and scheduling.
- Serve as the primary point of contact for space rental clients, providing exceptional customer service.
- Collaborate with facilities, security, and maintenance teams to ensure spaces are properly prepared and maintained.
- Establish and maintain rental pricing structures, policies, and guidelines.
- Develop and implement marketing strategies to promote KCAI's event spaces.
Room Reservation Management:
- Oversee and manage the room reservation system for faculty, staff, and external space rentals.
- Serve as the primary contact for internal room reservation requests.
- Maintain and update the room reservation calendar, ensuring efficient scheduling and avoiding conflicts.
- Coordinate logistical support for all reserved spaces, including catering, IT, and A/V needs.
- Other duties as assigned.
Supervises the following:
- Contract employees (as needed)
- Work-study student(s)
Knowledge, Skills, and Qualifications:
- Ability to maintain confidentiality
- Demonstrates initiative and leadership in fund-raising event efforts.
- Ability to work under the pressure of deadlines and multiple assignments.
- Strong written and verbal communication skills.
- Ability to work evenings and weekends as needed.
- Ability to foster and encourage collaboration.
- Ability to manage multiple budgets and provide post-event analysis.
- Present a pleasant, courteous and professional attitude.
- Prioritize workload and strong project management skills to ensure successful conclusion of events on a timely basis.
- Demonstrate a commitment to diversity, equity and inclusion, and the ability to engage across the institute and within the community with individuals and employers of diverse backgrounds, cultures, and ideologies.
- Knowledge of and passion for the arts and education is a plus.
Required Experience/Education:
- High School Diploma or equivalent
- Three years of non-profit or corporate event planning experience.
- Prior experience coordinating large-scale events.
- Prior experience in utilizing project management systems.
- Experience in volunteer management and building relationships across a broad range of backgrounds.
Preferred Experience/Education:
- Associate or Bachelor's degree
- Prior experience in Adobe Creative Suite products and Google Suite
- Prior experience with Mondays project management software
- Prior experience with Raiser’s Edge
Statement
Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute’s Human Resource Administrator.
EOE/AA: Minorities/Females/Disabled/Vets
Applicants must be authorized to work for any employer in the U.S.
We are unable to sponsor or take over sponsorship of an employment visa at this time.
