Assistant Manager, Audience Engagement Events

Winterthur Museum, Garden & Library encompasses an unrivaled museum of American decorative arts in its mansion and galleries and a magnificent 60-acre naturalistic garden—all set on 1,000 gorgeous acres.

Winterthur employs a wide array of positions in the areas of curatorial, horticulture, education, conservation, library, maintenance, marketing, development, technology, and administration.

Winterthur offers a unique and rewarding experience that is rich in culture and natural beauty. Winterthur considers its employees and volunteers to be among its greatest assets and welcomes applications from candidates who will contribute their specific skills to its mission “to inspire, enlighten, and delight all of its visitors while preserving and enhancing [Winterthur]” and also uphold its core values of agility, excellence, innovation, integrity, inclusion, and transparency.

JOB DESCRIPTION:

The Assistant Manager of Audience Engagement plays a critical supporting role in the development and delivery of public programs that reflect Winterthur’s mission, collections, and commitment to visitor-centered experiences. Working under the supervision of the Manager of Audience Engagement, this position helps bring to life large-scale programs and day-to-day public offerings that are welcoming, thoughtfully produced, and logistically sound with a strong emphasis on managing day-of preparation and operations. The Assistant Manager is an instrumental support in the preparation and delivery of a broad range of programs including performances, workshops, tastings, and festivals—ranging from 250+ attendees to smaller, high-touch offerings. They also play a significant role in assisting with the production of Winterthur’s four signature events, each drawing 1,000+ visitors. This includes training and supporting event coordinators, communicating with internal teams, external partners, and vendors, maintaining timelines, and overseeing all aspects of event setup, execution and breakdown. There are also exciting opportunities within this role to independently develop and execute new programming with the support of the Manager and Assistant Director of Audience Engagement. 

The Assistant Manager directly supports the planning, coordination, and on-site execution of events, with a particular focus on managing timelines, communications, and logistical details. They serve as a point of contact for internal collaborators and external vendors, and ensure that each program is executed to Winterthur’s high standard of hospitality and visitor experience.  The Assistant Manager is well versed on revenue, expenses, attendance, and profit projections for each event and is expected to keep expenses within the event budget with the guidance of the Manager of Audience Engagement.

Compensation: $43,000 per year

Benefits:  Including, but not limited to, medical, dental, and vision insurance; generous paid time off plan including 10 holidays, 4 weeks of vacation, 3 personal days, and sick time; 403b with employer match for eligible employees; discounts in the museum store and cafe; free general admission for you and your immediate family

Work Schedule:  35 hours/week, hours and days variable, including evenings, weekends and some holidays as necessary

Responsibilities:

1. Support the Manager and Assistant Director in all aspects of event planning from initial concept and coordination with internal teams and external vendors to pre-event setup, on-site management, through post-event breakdown and review. Communicate comprehensively with the Manager and Assistant Director on event needs.
2. Track and manage event timelines, checklists, and run-of-show documents to ensure accurate planning and flawless execution, using tools established by the broader team (Excel, Teams, Canva, Marketing materials)
3. Communicate with vendors, instructors, and performers regarding event participation, including inital outreach, issuance of contracts, logistical details and payment coordination.
4. Schedule, train and advise Event Coordinators both before events and on-site to ensure smooth operations and effective team performance based on Audience Engagement’s hospitality mindset.
5. Collaborate with multiple internal Winterthur departments to coordinate events, including, but not limited to: Visitor Services for guest check-in and experience details; Facilities for event setup requirements, scheduling, and staffing; Garden team to ensure setup aligns with garden safety standards; Security for guest and staff safety, parking oversight, and overall event security; RA (Food & Beverage) for catering and butler services; Volunteer Department for volunteer coordination and event preparation; EMT/Medical staff for events involving alcohol, weather concerns, or other safety considerations
6. Participate in meetings across the organization on programming, strategy planning, “Ball Drop,” HR training, and other as appropriate.  Participate in meetings and training sessions withing the I & E Division monthly. 
7. Maintain inventory of event materials and supplies, coordinating with the Manager and Assistant Director on restocking, purchasing, and anticipating future needs for each event.
8. Track program registrations and act as primary contact for registrants and WIT, addressing guest questions or concerns with support from the Manager as needed.
9. Input all program information into the institutional calendar and marketing materials, ensuring alignment with marketing timelines, providing timely details to the calendar once events are conceived, and communicating updates effectively.

Minimum Experience: High school diploma or equivalent with 1-2 years of experience with administrative work involving project management

Preferred Experience: BA or BS in business management, program administration, museum studies, hospitality, or a related field, with 2-4 years of experience coordinating logistics for events

Knowledge/Skills:

1. Excellent interpersonal skills, with an understanding of diplomacy
2. Organization and clerical skills required, with a demonstrated attention to detail and quality
3. Ability to work creatively and effectively as a member of a team while exercising sound independent judgment
4. Strong communication skills; written, verbal
5. Experience working with vendors preferred
6.  Strong computer literacy, with experience in Microsoft Suite and cloud based organizational and communication tools
7. Ability to make sound, rational decisions, often in urgent situations, and pivot as needed when event plans change

Essential Functions:

1. Must have a valid driver’s license
2. Must be able to lift 50+ pounds
3. Must be comfortable being stationary, as well as navigating Winterthur’s ground during programs
4. Able to communicate effectively and thoughtfully through multiple methods
5. Must be willing to be trained to drive a golf cart or gator.
6. Evening, weekend, and some holiday availability

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.