Special Events Manager

Posted on 12/13/2021

Special Events Manager
Philbrook Museum of Art – Application Deadline: Open until filled

Job Type

Nestled in 25 acres of beautiful gardens, Philbrook Museum of Art is a 1920s Italianate Villa featuring a dynamic and ambitious program of rotating exhibitions and galleries with selections from an actively growing collection of approximately 16,000 objects. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahoma’s most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision of Philbrook as central to the lives of our community as a place for learning, inspiration, and fun. Through bold action and strategic investment, we create a space for new ideas, diverse perspectives, and social connection.  

Position Overview
The Special Events Manager manages the design, implementation, and supervision of museum facility rental events. This position leads a cross-departmental event implementation team for rental events and provides support for museum events and programs as assigned. Thinking like a hospitality professional, the Special Events Manager works to elevate Philbrook’s excellent reputation for customer service and will have a passion for special event management and the ability to build relationships with internal and external customers. This position includes supervisory responsibilities. 

Essential Responsibilities
Leadership and Management: 

  • Develops sales goals and strategy.
  • Develops and implements policies and procedures for high-end private and corporate rental program.
  • Develops rate structures and standard contracts, and works with Marketing and Communications department to generate awareness and earned revenue through the program. 
  • Develops and manages annual budget and revenue goal and oversee revenue tracking.
  • Provides training, oversight and direct management of the Special Events Lead.

Project Management: 

  • Project manages facility rental events with support from cross-departmental and execution team. 
  • Provides general event consulting to staff leads.
  • Provides support for museum special events and programs as assigned.

Research & Analysis: 

  • Develops and manages monthly sales goals and reporting systems.
  • Conducts research and site visits to understand market competition. 

Relationship Management & Event Implementation: 

  • Develops vendor, planner, community and corporate relationships.
  • Offers onboarding and basic event planning training to cross departmental leads in the museum. 
  • Attends events, greet patrons and represent the museum to ensure museum policies are enforced and event plans are implemented. 
  • Builds strong relationships with colleagues across the institution by communicating proactively and maintaining a professional demeanor and positive attitude.
  • Performs other related duties as assigned.

Maintain prompt and reliable attendance in order to successfully perform the duties of the job. 

Equivalent Education/Experience

  • Bachelors’ degree in Hotel/Hospitality Management, Marketing, or related field of study; or an equivalent combination of education, training and experience is required.
  • Minimum 2 years’ experience in event management, catering, or hotel operations preferred.


  • Strong ability to build relationships and establish rapport.
  • Develop and execute strategies for successful facility rental events and sales and monitor annual budget requirements.
  • Generate interest and market the organization’s Event venues.
  • Ability to make decisions at museum wide events using proper judgment.
  • Must possess excellent organizational and communication skills.
  • Ability to oversee and motivate staff.
  • Intermediate computer skills.
  • Team player aptitude.

Philbrook provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.