MISSION STATEMENT

The Bass, Miami Beach's contemporary art museum, creates connections between international contemporary art and the museum's diverse audiences. The Bass shares the power of contemporary art through experiences that excite, challenge, and educate.

JOB DESCRIPTION

The Event Manager plays a critical role in the successful planning and execution of both public and private events at The Bass. This position is responsible for coordinating and overseeing all event production elements, ensuring exceptional experiences that exceed the expectations of clients, community partners, and guests. The ideal candidate is a dynamic, proactive, detail-oriented, and resourceful professional with a strong hospitality mindset and outstanding verbal and written communication skills. Committed to delivering exceptional service, the Event Manager supports the institution's mission-driven revenue objectives and programming goals while representing The Bass with professionalism and creativity.

RESPONSIBILITIES

Including, but not limited to: Serve as the primary event lead, guiding clients and partners through event planning, venue requirements, and production processes. Manage client and partner onboarding and maintain ongoing communication throughout the event lifecycle. Schedule and coordinate site visits to support event and production planning. Review event plans to ensure compliance with venue guidelines and operational and exhibition requirements. Prepare and finalize Banquet Event Orders (BEOs), including floor plans, staffing requirements, setup instructions, and event logistics. Coordinate with Operations to manage event staffing needs, including security, janitorial services, guest services, volunteers, docents, and other support personnel. Assist clients and partners with special event permits and other regulatory requirements, when applicable. Provide guidance on event resources and vendor services, including furniture, audiovisual equipment, entertainment, rentals, and related event needs. Develop and coordinate signage and wayfinding plans, including management of internal digital communication resources. Oversee event setup and breakdown, including in-house furnishings, audiovisual equipment, load-in/load-out operations, and troubleshooting as needed. When possible, capture event photography for archival, reporting, and marketing purposes. Source, coordinate, and manage vendors, including obtaining quotes, negotiating pricing, scheduling load-in/load-out activities, processing Certificates of Insurance (COIs), and coordinating City services. Manage catering partnerships, including RFP processes, contract administration, proposal archiving, and regular operational meetings. Collaborate with Operations and vendors to ensure all safety protocols, venue policies, and guest safety requirements are implemented and followed. Coordinate with Operations to maintain event spaces and address facility needs in preparation for events. Conduct post-event inspections, document damages, and assist with insurance claims as necessary. Maintain accurate event records, attendance tracking, client feedback, and reporting within reservation systems and organizational CRM platforms. Collect, maintain, and archive event documentation, including contracts, BEOs, permits, ancillary agreements, certificates of insurance, invoices, and related records. Liaise with Operations regarding facility needs, staffing, calendar management, production logistics, and resolution of scheduling or operational conflicts. Manage event calendars, secure event dates, and resolve scheduling conflicts. Participate in departmental strategic planning initiatives, implementation activities, outcome tracking, and project reporting. Process vendor payments, including W-9 collection, vendor setup requests, invoice management, and record maintenance. Coordinate with Exhibitions on exhibition-related events, artist and talent logistics, and special activations. Coordinate with the Education Department for tours, educational activations, and maintenance of designated program spaces in support of events. Provide event support for fundraising events and other organizational initiatives when needed. Perform administrative duties, including data entry, filing, scanning, credit card reconciliation, inventory management, and department organization. Supervise interns and volunteers, as assigned. Perform other duties as assigned.

QUALIFICATIONS AND DESIRED SKILLS

Education:

Bachelor's degree preferred.

Experience:

Minimum 3-6 years of experience in event planning, event production, hospitality, catering, banquet operations, or a related field. Demonstrated experience managing complex events from planning through execution. Proven ability to thrive in a fast-paced, deadline-driven environment.

Core Competencies:

Highly organized, resourceful, self-motivated, and detail-oriented. Exceptional project management, leadership, and organizational skills. Strong time management skills with the ability to manage multiple priorities simultaneously. Outstanding follow-through, problem-solving, and decision-making abilities. Ability to adapt quickly and develop creative, effective solutions to changing circumstances. Excellent written, verbal, interpersonal, and presentation skills. Strong client service orientation and relationship management skills.

Technical Skills:

Proficiency in Microsoft Office Suite and database management systems. Experience with event management and related software platforms, including Blackbaud Altru, Tripleseat, Prismm (Social Tables), DocuSign, and Zoom. Working knowledge of audiovisual equipment setup, operation, and troubleshooting in event environments.

Additional Requirements:

Availability to work a flexible schedule, including evenings, weekends, multi-day events, holidays as required. Bilingual Spanish/English proficiency preferred. College degree preferred 3-6 years + of experience in event planning & production and/or hospitality industry including banquet or catering background for comprehensive event oversight is a must Resourceful, self-driven, detail-oriented, innovative and strategic problem-solver Experience in fast-paced working environments Exceptional time management skills with the ability to prioritize tasks efficiently Ability to pivot and provide new creative and effective solutions Exceptional written and verbal communication skills as well as presentation skills Detailed-oriented is a MUST Outstanding follow-up skills and attention to detail is a MUST Strong organizational, leadership and project management skills Strong computer and database management skills Software knowledge: Microsoft Office suite, Blackbaud ALTRU, Tripleseat, Prismm/Social Tables, DocuSign, Zoom Technical proficiency in audio-visual equipment setup and troubleshooting during events Flexible schedule is required to work on nights and weekends Fluency in Spanish language a plus

PHYSICAL REQUIREMENTS

Must be in good physical condition with the capability to effectively use and operate various items of office equipment Must be able to move moderately heavy objects, including furniture, boxes, and other event items up to 35 lbs. when needed Must be able to bend, stoop, walk, climb stairs, stand, and sit for extended periods of time Must be able to work a flexible schedule including evenings and weekends

COMPENSATION PACKAGE

The Bass offers a competitive salary and benefits package to all eligible employees, with a combination of carefully devised supplemental benefits, including: Health insurance, vision and dental plan coverage 401k Paid time off, including paid holidays, vacation days, sick days, and personal days The Bass is committed to creating a diverse environment. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, religion, creed, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, marital status, political affiliation, or veteran status. Due to the high volume of applications received, we are unable to respond to all inquiries. Please, no phone inquiries or in-person submissions. If your qualifications and experience match the needs of the current opening, we will contact you for an interview.

Pay:

From $65,000.00 per year

Work Location:

In person