Development Special Events Associate

Position Available:

Title:                                            Development Special Events Associate

Reports to:                                Senior Development Officer, Special Events

Classification:                           Nonexempt/Hourly

Schedule:                                  35-hour work week, with evenings and weekends depending on events calendar

Pay Rate:                                   Please see “Compensation” below

Work Location:                        Museum of Fine Arts, Houston

The Development Special Events (DSE) team is seeking a highly motivated and organized Associate to join our collaborative and fast-paced team. The DSE team produces more than 30 events annually across three primary categories: fundraising, stewardship, and VIP rentals. This position primarily supports the Museum's 7–9 annual fundraising events while providing assistance across other DSE initiatives and the broader Development office. Key responsibilities include managing reservations and guest lists, preparing donor correspondence and follow-up communications, maintaining event records and budgets, processing invoices and purchase orders, preparing meeting materials, and providing administrative and on-site support to help ensure exceptional donor experiences and successful event execution. This is an excellent opportunity for an organized professional who enjoys event planning, donor engagement, and working behind the scenes to help produce some of the Museum's most significant fundraising events.

Job Description:

• Provides administrative support for the development special events department in the administration and implementation of fundraising and donor-related events.
• Coordinates the preparation and distribution of invitations, save-the-dates, host committee and underwriting solicitations, donor correspondence, and other event-related communications.
• Collaborates with the database team to develop mailing lists.
• Maintains meticulous records and spreadsheets to track reservations, event details, and guest lists for over 7-9 events a year to ensure all records are consistently up to date and accurate.
• Handles inquiries and field calls from attendees regarding questions about events.
• Manages guests lists that range from a cocktail reception to 500+ seated dinner.
• Maintains accurate donor records, including contact information, recognition preferences, seating preferences, and other constituent details.
• Corresponds with donors regarding reservations, underwriting, recognition listings, and other event-related matters to ensure accurate records and an exceptional donor experience.
• Maintains event budget files, and assists with financial reconciliation and reporting.
• Processes purchase orders for event expenditures.
• Works with database team to ensure donor information is accurately tracked in the database.
• Manages check-in at events, including managing a team of volunteers, loading the guest list into an online check-in database.
• Coordinates donor recognition with the Development Special Events Coordinator on printed materials.
• Prepares documents for meetings with a variety of constituents, including senior leadership and donors.
• Provides on-site support at events from load-in, execution, to load-out of events, including not only fundraising events, but stewardship and external VIP events, as assigned.
• Provides administrative support to the Senior Development Officer, including answering phones, preparing meeting materials, filing, copying, and other duties as assigned.
• Fields event-related inquiries and phone calls from donors, patrons, and vendors.
• Assists with event-related errands and other administrative support as needed.
• Maintains historical event records and data to support event planning, reporting, and year-over-year analysis.

Skills, Knowledge and Abilities:

• Meticulous attention to detail and follow-through with strong organizational skills.
• Demonstrated ability to manage multiple priorities, maintain accuracy, and follow tasks through to completion.
• Strong organizational and time-management skills, with the ability to prioritize work and meet deadlines in a fast-paced environment.
• Ability to work effectively both independently and collaboratively as part of a team.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a variety of audiences.
• Sound judgment and discretion when handling sensitive information and making day-to-day decisions.
• Flexibility to work evenings and weekends, (with pay) as needed, to support Museum events and activities.
• Strong interpersonal skills, including the ability to build positive relationships and interact with a diverse range of internal and external stakeholders with professionalism, empathy, and tact.
• Experience working with constituent databases, CRM systems, or similar data management platforms preferred.
• Ability to maintain confidentiality and exercise discretion when handling donor, patron, and organizational information.
• Commitment to providing exceptional service and support to donors, trustees, volunteers, vendors, visitors, and Museum staff.

Education and Experience:

• Bachelor's degree in related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.
• Experience working in an office environment required, one to three years of professional experience preferred.

More About the MFAH and this role:

The MFAH is an organization comprised of 600+ employees and 1,000+ docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media. As an employer, MFAH offers a supportive, collegial and inclusive work environment and a competitive benefits package.

Working Conditions and Physical Demands

Work will be performed across MFAH campus, including conference rooms and galleries, and outdoor locations.  Work may vary and can involve physical labor during the design and installation processes.  With or without reasonable accommodation, the individual selected must have the capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:

• Must undergo and meet company standards for relevant criminal background and professional reference checks.
• Ability to successfully handle and complete multiple tasks concurrently.
• Seeing, hearing, speaking, and writing clearly in order to communicate with staff, guests and others.
• Frequent sitting, standing, bending, walking, and reaching, which may be required for extended periods of time.
• Good vision or corrected by use of glasses and/or contacts for reading and viewing abilities.
• Evening and weekend availability tied to special events

Equal Opportunity Employment

The Museum of Fine Arts, Houston is committed to providing equal employment opportunities to all applicants and employees. We welcome candidates whose experience and skills align with the needs of the role and the Museum’s mission.

Employment decisions are made based on qualifications, merit, and organizational needs. The Museum does not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

We recognize that candidates may bring a range of experiences and skills to a role and encourage individuals to apply if their background aligns with the responsibilities and requirements outlined in the job description.

The Museum is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process and during employment. This includes accommodations needed to participate in the application process, interview process, perform essential job functions, and access employment benefits and privileges. To request an accommodation, please contact Human Resources at

HR@mfah.org

Benefits:

The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:

• Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
• Dental Insurance: Employee and dependent coverage through two plan choices
• Vision Insurance: Employee and dependent coverage through a vision program
• Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
• Life Insurance & AD&D: Employee coverage at no cost to the employee
• Long Term Disability: Employee coverage at no cost to the employee

The MFAH provides a generous schedule for time off under the following benefit categories:

• Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
• Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
• Holidays - Full-time employees receive ten paid holidays per year
• Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.

Other Benefits

• Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match!)
• MFAH Membership – Staff receive a free Family-level membership
• Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and the Glassell School of Art.
• Metro commuter subsidy available upon request

Compensation:

Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description.  The MFAH has set the pay range for this job and level as a general guideline and not a guarantee of the compensation amount or salary. A salary range for this role has been set but we know additional factors may be considered in extending an offer including (but are not limited to) responsibilities of the job, education, candidate experience and unique qualifications, knowledge, skills, and abilities, the needs and requirements expressed in the job description, as well as internal equity, and alignment with market data, and any related regulations or other laws.

Application Procedure

Qualified applicants should apply online, which will be the most effective way to ensure consideration. 

Application materials should include a cover letter, your resume or CV, and if you prefer, a list of references will be accepted but not required at this early stage in the process.

Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.