Assistant Manager, Events & Rentals
Job Details
Brooklyn Institute of Arts & Sciences (Brooklyn Museum) - Brooklyn, NY

The Assistant Manager, Events and Rentals supports the department’s senior management in evaluating and implementing the rentals program strategy, builds relationships with external event industry contacts, and oversees production on a portfolio of events, in addition to providing administrative support for the rentals program. Our rentals program raises earned revenue by renting Museum spaces for corporate parties, award ceremonies, galas, weddings, and film and photo shoots. The department also oversees a select number of reduced-rate rentals for community partners and nonprofit groups, including government agencies, local schools, and community organizations.

A successful candidate will meet many of these requirements, and have the desire and capacity to learn the rest on the job.

  • Three or more years of related professional experience, preferably in a museum or hospitality setting
  • Ability to navigate multiple projects and competing priorities as part of a team
  • Excellent project management and organizational skills 
  • Keen attention to details large and small
  • High levels of motivation, agency, and proactive thinking when completing assigned projects and tasks
  • Ability to problem solve under pressure in a fast-paced environment
  • Strong interpersonal, verbal, and written communication skills, and ability to communicate clearly, concisely, and professionally
  • Familiarity with Microsoft Office, Google Suite, and project management tools such as Slack

Additional Qualifications:

  • Interest or experience in visual or performing arts and museum operations preferred
  • Experience with databases, particularly Raiser’s Edge and/or Salesforce, is desirable
  • Familiarity with Concur is a plus


  • Administrative Support
    • Manage calendar holds and field rental inquiries
    • Maintain and update logs of inquiries, walk-throughs, and booked events 
    • Organize meetings and actions for event leads
    • Provide high-level client support
    • Prepare proposals, contracts, invoices, and receipts for confirmed and potential clients
    • Coordinate walk-throughs with potential clients, vendors, partners, and in-house departments
    • Communicate general pricing and date availability
    • Process invoices and payment requests using Concur
    • Track income in Raiser’s Edge and maintain client records
    • Participate in the development of the rentals program and Museum partnerships, and recommend improvements to internal systems
    • Support the ongoing development of sales and partnership strategies as well as new marketing opportunities
    • Collaborate with Development colleagues on the Membership aspect of rentals
    • Support rentals generally, as needed
  • Event Sales:

    • Support the Senior Manager, Events and Rentals to ensure departmental sales goals are met by selling space, identifying new and prospective clients, and securing repeat business
    • Help build relationships with external events teams, planners, clients, location scouts, and partners
    • Help identify and vet events and clients that balance revenue generation with our mission and brand
    • Assist senior management with financial tracking and reporting tasks
  • Event Services:

    • Independently lead select film and photo shoots, corporate, nonprofit, community, and social rentals, as assigned, and support the Senior Manager, Events and Rentals on larger events 
    • Manage relationships with external events teams, planners, clients, and partners when leading an event
    • Communicate with departments across the Museum as well as with external vendors on matters related to event production, operations, security, A/V needs, and visitor services, with an eye toward nurturing positive relationships
    • Coordinate event production schedules and supervise events
    • Work with external vendors throughout load-in, set-up, event, break-down, and load-out
    • Oversee development of logistics and create logistics memos
    • Identify event staffing, as needed
    • Implement event follow-up

Start date: Immediately

Department: Development

Reports to: Senior Manager, Events and Rentals

Position type: Full-time

Union status: Non-union

FLSA status: Non-exempt

Schedule: 35 hours per week, Monday through Friday, 9 am to 5 pm, with some evening and weekend hours required.

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