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Development - Special Events Associate - Albany Institute of History & Art

  • November 09, 2022 4:17 PM
    Message # 12984000
    Amelia Whitworth (Administrator)

    Job Location: 125 Washington Avenue, Albany, NY 12210

    Job Title: Development - Special Events Associate

    Institution: Albany Institute of History & Art

    Institution Website:

    About the Institution: The Albany Institute of History & Art is one of the oldest museums in the United States. It also is the major repository for the region's heritage, with nationally significant collections. The Institute’s museum and library holdings form the best collections in the United States documenting the life and culture of the Upper Hudson Valley region from the late seventeenth century to the present day. Although the Institute is famous for its significant Hudson River school paintings, the broad scope of its collections includes fine arts, furnishings, personal objects, documents, manuscripts, photographs, and personal papers used by people of all ages, social classes, economic conditions, and cultural groups.

    AIHA's Education programs serve 10,000 students, teachers, adult learners, and families every year. The museum education department’s mission is to connect our community to our collections and exhibitions through lifelong learning opportunities that serve toddlers to older adults. We develop programs for school children and their teachers that provide formal learning experiences that support their curricula. And a full range of informal, public programs for our community helps people of all ages connect to arts and culture and to each other. Every program we offer has been tested and piloted before being fully implemented. Education programs are organized into three areas of learning: schools and teachers programs, public programs, and community and collaborative programs. 

    The Special Events Associate leads the museum’s special events and space rental program at the direction of the Development and Operations Manager. The role includes a variety of administrative tasks supplemented by project management-oriented work related to the coordination of fundraising events and space rental. Typical work week is Monday through Friday, 9:00 AM to 5:00 PM with flexibility to frequently accommodate nights and weekends. This position is public facing and regularly coordinates work with other museum departments.

    Specific Duties and Responsibilities
    Event Coordination

    Manage and implement planning and presentation of museum events, including Museum Gala and Fall Fundraiser, in coordination with the Development and Operations Manager and other departments
    Collaborates with Development and Operations Manager to research and develop Corporate Sponsors for special events and exhibitions
    Coordinate fundraising events, including the delivery of sponsor benefits, vendor coordination and pre- and post-event communications
    Designs all print and digital collateral for special events in coordination with Development and Operations Manager
    Collaborates with other departments to create marketing materials for special events and space rental program
    Manage space rentals and help generate revenue through client outreach, advertising, and contract administration
    Manage event calendar to keep all departments up to date on facility bookings
    Coordinates support staff and volunteers for events, including sourcing, scheduling, and training; manages this staff support during events
    Closes the Rice House for after-hours events that do not require gallery access
    Other Duties
    Assists in ensuring front of house coverage and covers front desk as needed
    Cover front desk shifts as needed
    Assist in Development Department e-commerce projects
    Coordinate Summer Employee Reciprocal Program
    Other administrative duties as assigned

    Minimum Qualifications
    B.A. in business, finance, museum studies, or a related field
    Maintain high level of confidentiality
    Experience as an event planner preferred
    Flexible, with a demonstrated ability to work independently and as part of a team

    This Position is: In-Person

    Position Type: Full-Time

    Salary range: $30,000-35,000

    Benefits: Health Insurance, Dental Insurance, Vision Insurance, Paid time off, Contribution to Retirement Plan, Free membership

    How to Apply: Interested applicants should submit a cover letter, resume, and a minimum of three professional references to with the subject line AIHA Special Events

    Job Closing Date: 11/30/2022

The Museum Association of New York helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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