Department: Development

Reports to: Director of Corporate Engagement and Special Events

Classification: Exempt/salaried; full-time with benefits

Salary:   $78,000 - $85,000 depending on experience

This is an onsite position. Local candidates strongly preferred. Cover letter required. No agencies, please.

Position Summary

The Event Rentals Manager leads the Isabella Stewart Gardner Museum’s rental events program, managing every stage of the client and event experience, from initial inquiry and booking through planning, on-site execution, and evaluation. Overseeing approximately 40 private events annually, the manager combines thoughtful hospitality with detailed project management to deliver exceptional experiences within the Museum’s distinctive setting.

The manager serves as the primary client contact and coordinates catering, Security, Facilities, Conservation, AV, vendors, and event contractors to deliver well-executed events that protect the collection and support staff and visitor safety. The role manages event budgets, contracts, schedules, and logistics; cultivates new and returning rental relationships; and is accountable for an annual rental revenue goal of $300,000–$400,000. As a member of the Development team, the manager also supports Development events and corporate engagement initiatives.

Essential Functions and Primary Responsibilities

• Manages rental inquiries, site visits, proposals, and bookings; develops annual plans to achieve rental revenue goals through new business, repeat bookings, and strong client relationships.
• Ensures the production, execution, and evaluation of extraordinary events while managing the client relationship and providing superior customer service. Drives all aspects of effective project management, working seamlessly with internal colleagues and stakeholders such as Gardner Catering, Security, Facilities, Conservation, and AV. 
• Leads end-to-end event management and on-site execution, including documentation, catering orders, internal and external communications, and set-up, event, and strike supervision. Owns internal rental master calendars, timelines, rental work orders, and event files. Coordinates bookings closely with Development Events. Hires and manages event contractors and supervises their assistance with events.
• Works with the Director of Corporate Engagement and Special Events to develop cultivation and stewardship plans for prospective and past rental clients and assists with key internal events on an as-needed basis. Upsells clients with corporate membership and amenities while working with high-level Museum donors and external leadership teams.
• Manages vendor relationships and logistics; develops and manages budgets, invoices, event internal inventory, supplies, contracts, and payments.
• Ensures client satisfaction while protecting the Collection, staff, and visitors by following the Museum’s event guidelines and all Security policies.
• Makes sure that new visitors to the Gardner who come through private events feel the welcome of the institution as guided by our Strategic Plan.
• Performs other duties as assigned by the Director of Corporate Engagement and Special Events or Chief Development Officer.

• Bachelor’s degree.
• At least five years of directly related experience planning and delivering private, corporate, or special events, including client management, budgeting, and event booking or sales.
• Must be available for evening and weekend events.
• Demonstrated ability to work in a fast-paced and demanding environment while maintaining a professional and positive attitude.
• Excellent verbal and written communication skills.
• Able to troubleshoot with flawless diplomacy, tact, and discretion.
• Superb customer service focus.
• Strong multitasking skills.
• Exquisite attention to detail.
• Polished and professional self presentation.
• Proficiency with Google Workspace and Microsoft Office software tools.
• Commitment to advancing the ISGM’s strategic goals and initiatives.
• Legal authorization to work in the United States.
• Satisfactory background check.
• Museum and/or non-profit experience preferred.
• Tessitura CRM, floor plan, and Artifax calendar software experience preferred.
• Supervisory experience preferred.

Competencies

• Event planning and production, including logistics, budgeting, vendor coordination, and on-site execution.
• Business development and client stewardship, including proposals, negotiation, and repeat bookings.
• Relationship building.
• Project management.
• Customer service, collaboration, and creative problem solving.
• Reliability.