SESMA – Special Event Sites Marketing Alliances

SESMA members rely on the organization to keep them abreast of both the latest in national industry trends and changes in the Washington-Baltimore marketplace. Now SESMA also offers an opportunity for members to reach the most elite candidates for jobs in the local industry through SESMA’s online job board.

To post an opening at your organization now, please click here to fill out the Job Posting Form. Job listings will be deleted after 30 Days unless otherwise directed.

Job postings are free to all SESMA members. If you are not a member of SESMA, and would like to post an open position on the site, please contact info@sesma.org for more information.

Open Positions

Senior Special Events Coordinator, Washington, DC

National Museum of American History Posted: 9/28/17

From the National Museum of American History Mission Statement: 
Through incomparable collections, rigorous research, and dynamic public outreach, we explore the infinite richness and complexity of American history. We help people understand the past in order to make sense of the present and shape a more humane future.

Position Summary: Office of External Affairs - Position Involves:
Development, planning and execution of a wide variety of external and internal Museum events including:
• receptions
• dinners for corporations and organizations
• exhibition openings
• donation ceremonies
• staff receptions
• donor cultivation for the Museum’s Director

The candidate is responsible for marketing the Museum as an event venue, leading site visits for potential donors, and suggesting and planning appropriate menus, décor, music, entertainment, seating arrangements, transportation and other event scenarios. The candidate manages invitation and guest lists, finalizes event arrangements, and conducts walk-throughs with co-host and vendors. The candidate reviews event materials for accuracy and compliance with Smithsonian protocol, creates purchase orders and financial arrangements for vendor services, and prepares Smithsonian forms, memorandum, and briefings outlining event arrangements. The candidate attends events to ensure all requirements are carried out. The candidate also advises other Special Events staff and assists in training new hires and interns.

Qualifications: The candidate must be able to work long hours, including early mornings, late nights and weekends. The position requires the candidate to frequently move about the office and Museum, remain stationary or standing for long periods, and carry or move items up to 50 pounds. Work is frequently performed under short deadlines and changing priorities and requires flexibility to quickly handle situations as they arise. The candidate must have a Bachelor’s degree with at least 5 years of relevant event experience or a Master’s degree with at least 3 years of relevant event experience. Experience planning and executing special events in a museum or cultural institution is a plus.

Salary Information: This is one position being advertised at the IS-11 and IS-12 grade levels. IS-11: $66,510 annually (with promotion potential) and IS-12: $79,720, including an excellent benefits package. This is an indefinite trust (non-federal) position.

To apply, please send resume and cover letter to NMAHApplications@si.edu with the subject “Senior Special Events Coordinator”. Applications will be accepted until midnight, Sunday, October 15th.

Questions? Contact Abigail Karow at NMAHApplications@si.edu or (202) 633-3584

The Smithsonian is an Affirmative Action/Equal Opportunity Employer. Women, minorities, people with disabilities, and candidates of all backgrounds are encouraged to apply.

Events & Meetings Manager, Washington DC

Meridian International Center Posted: 8/23/17

Purpose and Description
Under the supervision of the Director of Events, the Events & Meetings Manager will directly support the conceptualization, development, and execution of both internal and external events for Meridian International Center.

Essential Functions
• Serves as Meridian’s meeting specialist, acting as the primary resource and contact for all inquiries related to daytime meeting space for external organizations, such as conferences, board meetings, staff retreats, or luncheons
• Maintains professional and accessible lines of communication with assigned private event clients, acting as a knowledgeable resource in the areas of venue policies and procedures, vendor referrals, and event management
• Helps manage the revenue events program of the organization, with a strong focus on weddings and social events, hospitality, and customer service
• Assist with event and RSVP management to include sending invitations and tracking RSVP’s utilizing the Salesforce database
• As part of the Events Team, works with internal staff to plan receptions, programs, dinners, and art events, developing and executing all major aspects of the event, including timeline, vendor selection, RSVP tracking, development of event sheet, and event close-out
• Conducts site tours with potential clients, highlighting Meridian’s history, unique features, and capabilities; finalizes event details on select events by performing final walkthroughs with clients and vendors, and overseeing the event through completion
• Consistently applies Meridian’s event policies and procedures to effectively communicate these regulations and performance details to vendors, clients, and internal staff planning events
• Actively represents Meridian at assigned events and programs, including a heavy schedule of weekend and evening work during peak seasons
• Assists the Director of Events in managing vendor responsibilities and logistics of Meridian’s major fundraising event, The Meridian Ball
• Manages the social media presence of Meridian as it pertains specifically to weddings and private events; works with the Director of Events, Director of Communications, and Creative Director to develop new content and update existing content for the event rentals component of the institutional web site.
• Works closely with the Maintenance & Operations Team in executing meetings and event setups; reviews room setups to ensure that meeting space is arranged as requested in event requisition documents
• Manages the master house calendar, communicating information effectively for accurate setup by building operations team; following meetings and programs, reconciles all internal billing and invoices to meet departmental and grant reporting deadlines
• Coordinates all administrative functions for the Events Office, including maintenance of vendor files, check requests, insurance certifications, rental revenue documents, and invoices

Other duties and special projects as assigned

Minimum Qualifications
Experience/Education
• Undergraduate degree in an events related field is preferred, but not required
• Three years of progressively responsible experience in the area of special events, meetings coordination, or project management, with non-profit, association, or government agency experience a plus
• Experience with weddings and social occasions is a plus
• Experience working with Salesforce or other CRM database is strongly preferred
• Any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, and Abilities
• Exceptional acumen in interacting with all levels of staff, board members, major donors, clients, and vendors
• Demonstrated initiative and creativity, with success working on a small team in a busy office environment
• Strong attention to detail and procedure, with excellent oral and written communications skills

Physical Effort and Dexterity
Must be able to walk grounds and buildings of historic non-accessible property

Visual Acuity, Hearing, and Speaking
Excellent verbal and written command of the English language

Environment and Scheduling
• Interest in working with an international not-for-profit professional exchange organization

This position is classified FLSA non-exempt.

Employer’s Statement and Rights
This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. Meridian is an Equal Opportunity Employer.

How to Apply
Qualified candidates should apply by e-mail only to HR@meridian.org. Subject line should read “Events Manager” only and a cover letter, with salary expectations, and resume should be attached. Only candidates being considered for this position will be contacted. Submissions which do not follow the above instructions will not be considered as applicants. NO PHONE CALLS in reference to this position will be accepted.

Account Executive, Catering Sales

Catering by Seasons Posted: 7/25/17

Are you looking to make a great impact every day? La Prima Food Group and Catering by Seasons is seeking an energetic account executive to cultivate new business and build upon existing relationships. This qualified candidate should possess proven experience in off-premise catering sales and execution as well as a passion for food and event design.

Recognized for its excellence in food quality, commitment to the environment and exceptional customer service for 30 years, La Prima Food Group is a highly regarded catering company specializing in full service catering, corporate drop- off services, picnics, and barbecues, serving the metro areas of Washington DC, Baltimore and Philadelphia.

At La Prima Food Group, Inc., you will be surrounded by a team of talented coworkers who are passionate about creating a high quality product, sustainability and building lasting relationships with clients and other industry professionals. 

The ideal candidate will possess:
• A strong aptitude for understanding a client’s vision and priorities
• Creativity to increase La Prima and Catering by Seasons’ exposure
• A “whatever it takes”, attitude and the ability to be available on weekend and holidays
• Great organization and self-starter, strong attention to detail
• The ability to effectively write and respond to RFPs, business correspondence and create dynamic and innovative written menus
• A high level of energy/stamina to get through the peaks and valleys of seasonal activities
• Interest and knowledge of creating Farm to Table Events
• Computer proficiency, including Microsoft Office Suite

Essential Duties and Responsibilities:

• Initiate relationships and continually network with corporate and social event planners, site managers and other industry professionals
• Recognize good opportunities by tracking and follow up
• Generate and qualify leads through calls and networking
• Develop and cultivate new business relationships with the key decision makers
• Regularly meet or exceed quarterly, and annual sales goals
• Complete related paperwork for execution according to schedule requirements
• Works autonomously, as well as with a team, to develop proposals and secure new clients
Territory: DC Metropolitan Area including Northern VA, Baltimore and Annapolis

Send cover letter, resume and references to: salesjobs@laprimacatering.com

Fundraising Events Manager, Washington, DC

National Museum of Women in the Arts Posted: 7/6/17

Duties & Responsibilities: Assist Museum Director, Deputy Director, Trustees, and Development staff with the coordination of fundraising events. The Fundraising Events Manager will be responsible for the museum’s major annual Spring Gala and silent auction, committee events, and other fundraising events, as assigned by the Director.

Qualifications: Minimum of five years experience working on high level events and partnering with Trustees and/or Board members is a must.

For a detailed job description visit www.nmwa.org  Please submit applications by emailing cover letter, résumé, and salary requirements to HR@nmwa.org. Successful candidates will be subject to reference and background checks. The National Museum of Women in the Arts is an equal opportunity employer. The National Museum of Women in the Arts brings recognition to the achievements of women artists of all periods and nationalities by exhibiting, preserving, acquiring, and researching art by women and by teaching the public about their accomplishments.

About SESMA
SESMA's mission is to develop cooperative marketing programs that bring member special event sites to the attention of meeting and event professionals throughout the DC-metro area who seek unique venues for their functions.
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