Events Manager 

Mellon Foundation

Events Manager

The Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks an Events Manager for our Events team.

Position Summary:

The Event Manager is a full-time position that is primarily responsible for the development and flawless execution of internal and external-facing strategic events, which may include conferences, panel discussions, seminars, retreats, film screenings, board meetings, celebrations, or other convenings both at the Foundation’s offices and at off-site locations across the U.S. (and possibly abroad). Under the supervision of the Assistant Director of Events, the Events Manager is responsible for leading and project managing all aspects of events as assigned. The individual will work both independently and as part of a team following guidelines and processes in accordance with established policies and procedures.

Position Description:

Responsibilities may include, but will not be limited to the following:

• Independently lead the event planning and production process from inception to completion for small and large-scale in-person, hybrid and virtual events as assigned.
• Make autonomous decisions on-site during events to ensure prompt problem-solving and flawless execution.
• Collaborate with senior leadership from program and infrastructure teams to provide counsel and make decisions on the event scope, scale, and key details of events.
• Apply a strategic lens to contribute new event ideas to the team that align with the overall goals of the broader Communications and Events teams, as well as the Foundation’s strategic direction.
• Work with the Assistant Director of Events and the Communications team to develop compelling event experiences through storytelling and visual elements that feature the Foundation’s focus areas, important topics, and grantee work.
• Work with the Assistant Director of Events, Communications team, and PR team to create event promotional plans for external-facing events inclusive of email and social media campaigns.
• Work with the Director of Operations to ensure security considerations are represented and addressed.
• Work with internal teams to brainstorm and collaborate on event objectives and to curate event formats to create innovative, inspirational, and educational events.
• Create and manage event work plans to ensure clear delineation of responsibilities (during the planning process and on-site) by coordinating with Foundation staff and external consultants so that deliverables and deadlines are met.
• Forecast, manage, update, and reconcile budgets for events.
• Plan and oversee logistics associated with the venue, vendors, production/AV, IT, registration, speakers, F&B, design/décor, transportation, accessibility, sustainability, etc. related to the event.
• Conduct venue site visits and create room and space layouts as needed for in-person events.
• Identify, qualify, and manage relationships with venues, vendors, and service providers, while utilizing strong negotiation skills for cost management and inclusion of necessary contract terms.
• Act as the primary contact and on-site liaison responsible for all aspects of the event, including staff and speaker management, vendor oversight, safety and security protocols, and problem solving any issues that may arise.
• Create and manage event production schedules and run-of-shows for minute-by-minute movements that integrate presentations, video and other media for in-person and virtual events.
• Analyze attendee feedback to adapt and improve events based on learnings.
• Track industry and event trends to help create cutting-edge ideas for events.
• Mentor and oversee coordinators who are assigned to work their specific events.

Qualifications:

• 5+ years of prior experience with event planning and production of small and large-scale, in-person, virtual and hybrid events. Prior Foundation and/or non-profit experience is preferred.
• Exceptional budget management, negotiation, organizational, and presentation skills.
• Polished written, verbal, and interpersonal communication skills
• Demonstrated ability to anticipate next steps, take initiative, exercise discretion, manage up, and apply sound judgment.
• Experience with interdepartmental collaboration and managing vendor and other external relationships.
• Proven project management skills, including the creation of work plans and timelines.
• Flexible, highly organized, and proven ability to juggle multiple and competing tasks and demands, as well as impeccable follow-up and attention to detail.
• Experience managing projects with short lead times and time sensitive deadlines in a productive and professional manner, with strong attention to detail and a positive attitude.
• Manage multiple events/projects, while being a committed team player who can manage and mentor other members of the team.
• High degree of proficiency with Microsoft Office applications (particularly Excel, Word, Power Point). SharePoint, Splash, Box, Monday, and Salesforce experience a plus.

Professional traits

• Approachable, optimistic, and intellectually curious with personal warmth, generosity of spirit, and a can-do attitude.
• Understands how to solicit appropriate input and to work effectively with other events team members.
• Demonstrated ability to comfortably and respectfully work alongside colleagues at all levels and to foster an environment of curiosity, care, and excellence.
• Practical, problem-solving orientation and the ability to maintain calm when under stress.
• Impeccable tact and judgment and a high level of professional integrity; discretion in handling confidential materials and situations.
• Ability to model a commitment to giving and receiving feedback, personal growth, and development, and to nurturing the talents of others through strong mentoring, coaching, and team building.
• Demonstrated interest in the arts, humanities, culture, and working within a mission-driven organization.

Mellon Foundation is an equal opportunity employer. Mellon offers a generous total reward package that includes base salary and a comprehensive benefits program, as well as an excellent working environment. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated annual salary range for this role is $104,000 - $115,000. The amount of pay offered will be determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework.

The Mellon Foundation is committed to access and inclusion for our applicants. If you have accessibility requests to support your participation in the hiring process, please let us know at your earliest convenience.

Please note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices.

Candidates should apply by submitting a cover letter describing fit for the position and a resume by February 28, 2025. Please note that incomplete applications will not be considered.

The Foundation will consider each complete application carefully but only contact those individuals it believes are most qualified for the position.