Director of Special Events

Position: Director of Special Events

Reports to:  Vice President of Programs

Direct Reports:1 full-time, 1 seasonal staff

Other Reports: 20+ volunteers and staff on event days

Hours/Schedule: Full-time, year-round, non-exempt position. Hours vary weekly, including regularly required weekends and some Holidays.

About Us:  

Genesee Country Village & Museum is the largest living history museum in New York and the third largest in the country. The Museum opened in 1976 and includes 68 buildings in Historic Village, the Genesee Country Nature Center with 5 miles of trails, and the John L. Wehle Gallery collection of wildlife and sporting art and 19th-century clothing.

Position Overview:

The Director of Special Events is responsible for the programmatic and budgetary success of the Museum’s site-wide, large-audience special programs and for supporting smaller-scale programs across the Museum.

 Responsibilities:

Oversee Planning & Delivery of Events: 60%

• Manage the full planning and execution process for approx. 16 large-scale events from inception to delivery and debrief in an efficient and collaborative manner. Includes:
  • Cross-departmental program coordination and development, resource and budget management, contracting, staffing, volunteer management, day-of support, clean-up, and evaluation.
  • Directing two guided holiday-themed tours; includes script writing, auditions and casting, space and timing logistics, scene set-up, rehearsals, and program delivery.
• Directly supervise special events team of one manager and one PT, seasonal assistant; schedule regular check-ins to ensure goals are established and met and staff needs are addressed
• Lead Museum’s annual calendaring process, planning 12 – 18 months in advance with an eye toward internal and external opportunities and limitations and anticipating potential conflicts.
• Develop and steward relationships with outside event and program partners, including vendors and contracted performers.
• Support departmental events as needed across the Museum, including guidance in planning and contracting with outside partners.

Administration & Budget Management: 25%

• Develop, monitor, and work within budget for both revenue and expenses for each event; ensure that all event vendors and other expenses are paid in a timely manner, and grants are properly spent and coded.
• Maintain and manage project management software (Smartsheet) used to track and contract with vendors and performers and communicate programming, internal space use, and operation needs.

Coordinate & Collaborate with all Museum Departments: 15%

• Facilitate collaboration among colleagues from all departments through each step of each special event process including attending and scheduling meetings as needed for communication and coordination with specific attention to:
  • Provide Visitor Services, Marketing, and Development teams with clear, accurate information on each event for ticketing, public relations, marketing, and social media, including preparing engaging talking points and activity descriptions designed to maximize ticket sales and attendance and promote the Museum’s overall mission.
  • Work alongside Development to ensure all sponsors receive agreed upon benefits and hospitality leading up to and during events.
• Stay attuned to Interpretation, Gallery, and Nature Center projects and daily programming to understand and continually improve the ways special events effectively highlight Museum assets, collections, exhibits, features, subject matter experts, and overall educational mission.
• Other duties as needed – These all-hands-on deck tasks are a requirement for all staff members- regardless of job title or seniority within the organization and may include assisting with food service, programming, and set up and tear down of large-scale events at the Museum.

Minimum Qualifications:

• Minimum of 3 year's Event Planning experience required.
• Bachelor's degree. Work experience will be considered in lieu of degree if aligned with Museums mission and job skillset.
• Highly organized, collaborative, and independent with demonstrated ability to set and meet deadlines with attention to accuracy and detail and creatively problem solve or pivot when necessary.
• Experience managing budgets, multiple priorities, and work plans with varying timetables, including helping to integrate differing, sometimes competing ideas and activities.
• Successful track record of supervising staff and/or managing volunteers.
• Demonstrated ability to work with individuals of varying cultural backgrounds, identities, ages, and abilities.
• Exceptional verbal and written communication skills and demonstrated ability to give presentations to diverse groups of people of all ages both in-person and on-line.
• Expertise in MS Office suite of programs, project management software.
• Must possess a valid state-issued driver’s license.

Working Conditions:

• Travel as needed and ability to drive Museum vehicles as required.
• Work is performed outdoors at the Museum in and around Museum buildings year-round and in varying weather conditions, as well as in a sedentary office setting.
• Lifting up to 20 lbs.; standing for up to 90 minutes; walking up to 1 mile.

Pay Range: $24 – 26/hour 

 Benefits: GCV&M is proud to support the health and wellbeing of our employees. We offer a competitive, comprehensive benefits package that includes Medical, Dental, Vision, Life Insurance, NYS Disability, Supplemental Disability, Vacation, Personal time, Floating Holidays, accrued NYS Sick Leave, and an employee assistance program. Every employee is provided with a yearly family level membership to GCV&M.   

Equal Employment Opportunity Statement: Genesee Country Village & Museum is committed to a policy of Equal Employment Opportunity with respect to all employees, applicants, and interns for employment. We recruit, hire, train, and promote without discrimination due to race, color, sex, age, disability, religion, citizenship, national origin, military or veteran status, marital status, gender identity and expression, sexual orientation, and any other status protected by applicable federal, state, or local law. 

 Commitment to Representation: Museums have a vital role to play as community anchors—spaces where history, culture, and identity are preserved, celebrated, and made accessible to all. To truly fulfill this mission, museums must build intentional, ongoing relationships with the communities they serve—especially those historically underrepresented. 

Genesee Country Village & Museum is actively committed to expanding our interpretation and exhibits to include voices and perspectives frequently underrepresented in museum collections, the telling of history, and outdoor spaces. Guided by our mission, values, and inclusive culture of curiosity, we strive to ensure that all visitors, volunteers, and employees feel safe, welcomed, and celebrated throughout their museum experiences. 

 How to Apply: Interested applicants should visit www.gcv.org/employment/ to apply and include both a cover letter and resume.