About The American Song Archives

The American Song Archives manages the Bob Dylan Center® and the Woody Guthrie Center® in Tulsa, Oklahoma. These centers house the archives of Bob Dylan, Woody Guthrie, Phil Ochs, Tom Paxton, Cynthia Gooding and many others.

The Bob Dylan Center® serves to educate, motivate and inspire visitors to engage their own capacity as creators. While the center is anchored by a permanent exhibit on the life and work of Bob Dylan, it also offers additional exhibits, public programs, performances, lectures and publications, through which it aims to foster a conversation about the role of creativity in our lives.

The Woody Guthrie Center® is dedicated to spreading Woody Guthrie’s message of diversity, equality and justice to a new generation who can create their own ripples of change. The center, which opened in 2013, honors Guthrie’s life and legacy by educating visitors, teachers, students and scholars about his relevance today and his important role in American history through on-site programming, classroom materials, youth music programs, artist-in-residence programs, school outreach, internships, fellowship opportunities and the Woody Guthrie Archives.

Position Purpose

The Events Manager stages public programs and events to engage diverse communities in the stories of Woody Guthrie and Bob Dylan, their influences and legacies. Reporting to the Director of Development, the Events Manager position requires a highly organized, creative, detail oriented and motivated person to serve as the lead for event and program planning, revenue generation, artist relations, production and sponsorship.

Events include fundraising galas, members-only exhibit openings, concerts, panels and other programming. The position deals with a wide range of responsibilities that include seeking and securing performers, presenters and sponsors; creating event timelines related to exhibit plans; communicating with event attendees, artist and donors; marketing; contracting vendors; coordinating event logistics; and other tasks as necessary for event production.

Essential Duties

In collaboration with the Director of Development, develop an integrated events plan to advance the missions of the Woody Guthrie Center and Bob Dylan Center
- Determine events and programs to fit within exhibition plan and meet fundraising and program revenue goals
- Present opportunities to Director of Development and center directors for approval and input
- Create and manage the timeline, program and task list for all hosted events
- Lead all event planning and production meetings and discussions

Manage and execute on all details and timelines related to Woody Guthrie Center and Bob Dylan Center events and programs, virtual or in person
- Create and present event plans for review by Director of Development, center directors and the ASA Executive Team
- Determine best practices for each event: staffing, platform, space, pricing, etc.
- Book talent and facilitate contracts
  - Secure guest speakers and entertainment; review speeches, write scripts and coordinate tech rehearsals
  - Negotiate costs and services with artists/presenters/vendors, book event space, arrange food and beverage, order all supplies/decorations, coordinate audiovisual equipment and staffing/operation, and make travel arrangements
  - Schedule all travel with talent
  - Work with numerous venues to create/revise room layouts/seating arrangements for each event as necessary
- Work closely with Database Manager, Development Administrator and front-of-house team on ticket distribution, staffing needs and seating for events
- Organize and lead collaboration with the Marketing Team on event concept, graphic design/production/printing and event marketing via website, newsletter, social media, press releases, flyers/posters and signage
- Organize and manage the invitation, registration and attendee check-in processes
- Coordinate the logistics for shipping supplies and staff travel to the event location
- Provide detailed breakdown of event flow and lead staff members on roles and responsibilities
  - In collaboration with the Front-of-House Coordinator, secure volunteers; manage the staff and volunteers working at the event
- Manage on-site production and clean up for events as necessary
- Manage follow-up and debrief with vendors, sponsors and staff members following each event

In collaboration with the Director of Development, enhance the operational budget of American Song Archives via sponsorships and program-related revenue
- Work with Director of Development to create event sponsorship packages, solicit and secure sponsorships
- Coordinate with the Development team on program-related funding opportunities and the planning and execution of fundraising/member events
- Manage collection of auction packages for center events
- Assist with preparing budgets and provide periodic progress reports to Executive Team for each event project
- Keep track of event finances including check requests, invoicing and reporting
- Coordinate invoice payments
- Other duties as assigned

Requirements & Qualifications

Education and Experience

B.A. or B.S. from an accredited university
3+ years prior experience coordinating large (300+ guests) special events, programs and artist bookings
Minimum of 5 years in fundraising/Development
Proven track record of generating revenue from events
Experience managing direct and indirect reports as well as volunteers
Experience in managing VIPs and celebrities preferred
Proven track record in budget management and negotiation
Understanding of technical production for virtual and in-person programs and events
Highly experienced in using Outlook, Teams, Word, Excel, PowerPoint and Tessitura or other donor database (can be trained)

Skills And Abilities

Must be detail and goal oriented, with exceptional time management and strong organizational skills in order to manage a continuous workflow of a high volume, multi-tasking environment
Must maintain calm under pressure, leading multiple projects in a fast-paced and changing environment
Excellent interpersonal skills with a high degree of professionalism
Fantastic customer service ethic and high expectations for quality
Must be energetic, articulate and possess strong interpersonal skills
Ability to exercise a strong presence to convene groups, shape dialogues, and develop and manage productive relationships at all levels
Excellent analytical skills and proficiency in computer technology
Demonstrated ability to work effectively in a collaborative team environment with a dynamic range of people and provide support for other staff members
Talented multi-tasking abilities
Work successfully in groups and independently under deadlines and quick turnarounds on assignments

Hours and Location

Ability to work within a flexible work schedule when necessary for special events, programs and exhibit openings
Work on nights and weekends (events and concerts) is common and required
Expected work hours are 8:00 a.m. – 5:00 p.m., Monday – Friday. This schedule will be adjusted as needed due to events and concerts where the Events Manager is expected to be in attendance
Consistent and reliable transportation to and from work-related activities must be available
Travel required (less than 20% of time)

Physical Requirements

Ability to lift up to 30 pounds
Stand and walk for extended periods

Tulsa Community Foundation

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Events Manager - American Song Archives