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Events & Functions Manager Department:

Marketing (Group Sales, Private Events & Photography) Reports to:

Director of Marketing, Communications & Sales Location:

Heritage Museums & Gardens, Sandwich, MA FLSA:

Exempt |

Status:

Full-time Position Summary The Events & Functions Manager is a sales-forward, team oriented and detail-driven professional who grows earned revenue through group sales, weddings/private rentals, and onsite photography. This role blends proactive sales, impeccable client service, and hands on event operations to deliver exceptional visitor experiences that reflect Heritage Museums & Gardens' standards.

Key Responsibilities:

Group Sales Drive adult group visitation (motor coach, tour operators, social/hobby groups) with proactive outreach, lead nurturing, proposals, and conversion to contracted bookings. Collaborate with Visitor Engagement to coordinate youth and adult group visits, ensuring smooth scheduling, staffing, and guest flow. Warmly greet and welcome tour buses on arrival; deliver a concise orientation to Heritage. Enter and manage all group data in Altru (Blackbaud): reservations, invoicing, billing/payment processing, reporting. Maintain the operational calendar, aligning logistics with Programs, Facilities, Horticulture, Retail, and Security. Support Gardens Aglow sales. Photography Management Oversee all onsite photography/videography: family and senior portraits, weddings/engagements, commercial and large-group shoots. Book and schedule sessions; serve as primary contact for photographers, videographers, and clients. Ensure compliance with site policies, brand standards, and safety requirements; manage permits, agreements, insurance/COIs, and internal notifications. Coordinate access, and site use with staff; track usage and revenue. Weddings & Private Events Conduct sales tours for weddings, meetings, art workshops, and private events; develop tailored proposals and packages. Manage the weddings/events calendar in balance with institutional programs and Development commitments. Draft and manage contracts/agreements; oversee invoicing, payments, and accurate event records. Coordinate with approved caterers and preferred vendors; support couples/hosts while upholding Heritage standards and guidelines. Create or collaborate on marketing assets (web copy, rate sheets, one-pagers, photo selects) in partnership with Marketing. Respond promptly to inquiries by email/phone; guide clients from first contact through post-event follow-up. Lead event logistics—timelines, diagrams, vendor schedules, setup/strike plans— and ensure quality and guest experience meet Heritage expectations. Attend rehearsals/ weddings and provide day-of onsite management (evenings/weekends required), including vendor check-in, run-of-show, floor management, and issue resolution.

Maintain a sales focus:

track pipeline, forecast revenue, and meet or exceed quarterly/annual targets. Cross-Functional & Administrative Keep accurate records in Altru, operational calendar, shared drives, and standardized templates; produce weekly pipeline and revenue reports. Uphold risk management practices (permits, insurance, incident documentation). Support institutional events during peak periods (e.g., Gardens Aglow) and serve as event lead or support as assigned. Contribute to continuous improvement of policies, pricing, packaging, and guest communications.

Qualifications:

3+ years in event sales/management, venue management, or hospitality; proven revenue growth and client service record. Strong proficiency with a CRM, preferably Altru (Blackbaud); confident with Microsoft 365/Google Workspace. Excellent communication and presentation skills; dependable day-of manager. Demonstrated ability to manage multiple events concurrently with meticulous attention to detail. Comfort working cross-departmentally and outdoors/on your feet for extended periods. Availability for evenings, weekends, and some holidays (particularly November- December for Gardens Aglow) Experience in a museum, cultural institution, attraction, or historic site. Familiarity with tour/motor coach markets, wedding venue sales, and commercial photography permitting. Basic design/marketing fluency (e.g., drafting rate sheets, reviewing web copy, selecting images). Success Measures (KPIs) Group sales conversion rate and YOY revenue growth. Wedding/private event bookings, average order value, and client satisfaction (postevent surveys). Photography permit volume, compliance, and revenue. On-time, error-free contracts/invoices; positive internal partner feedback. Event execution quality (incident-free operations, adherence to timelines, guest experience scores).

Work Environment & Physical Requirements:

Mix of office and onsite event work; frequent walking, standing, and light lifting (up to ~25 lbs). Outdoor work in variable New England weather; ability to work in low-light/nighttime conditions during seasonal programs . Compensation & Benefits Salary range: $58,000-$60,000, commensurate with experience, plus comprehensive benefits package To Apply Please submit a resume and brief cover letter outlining relevant sales/event accomplishments to hiring@heritagemuseums.org

Pay:

$58,000.00 - $60,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person