Manager of Special Events | History San Jose

SPECIAL EVENTS MANAGER

Job Description

History San José (HSJ) seeks a high-energy, detail-oriented Special Events Manager to lead our facilities rental program and assist with site activations. The Special Events Manager is responsible for booking, planning, managing, and evaluating all facilities rental events that occur at History San José sites. Experience working in a museum or cultural institution; budget development and financial management; and personnel management experience required.  Demonstrated success in generating revenue for the organization is a plus. 

About History San José

History San José anchors the region’s diverse cultural history by offering compelling experiences — exhibitions, festivals, educational programs, and academic research — for audiences to discover the dynamic history of San José and the Santa Clara Valley. Our vision is to enhance San José’s and Santa Clara County’s regional and global recognition, ensuring the rich, diverse history of San José is accessible and engaging for all. Locally, we strive to be a key engine in building a more connected, active, and vibrant community where everyone feels like a part of the ongoing story of San José and Santa Clara County. Our mission is achieved by focusing on three main categories: Preservation, Education, and Community Events.

Structure

The Special Events Manager reports directly to the Director of Operations                        

Oversees all events, festivals, and site rentals

Supervises event coordinators and event contract staff

Responsibilities/Duties

Actively market HSJ venues to corporate, non-profit, and private clients (weddings, festivals, fundraisers), responding to inquiries in a timely manner.

Manage the full sales lifecycle: conducting site walkthroughs, preparing quotes, negotiating invoices and contracts, event planning meetings, and post-event evaluations.

Work with affiliates, partners, and internal teams to plan and execute mission-based events throughout the year.

Coordinate with facilities and all departments for operating support for each event, including set-up, take down, utilities, equipment, and any additional services and rental requests, such as trolleys, docents, O’Brien’s Ice Cream Parlor.

Oversee the end-to-end permitting process for all site activations, acting as the expert intermediary between clients and City/County departments to ensure seamless, compliant event execution.

Maintain a current vendor list of caterers and other contract services to meet the needs of clients.

Negotiate and contract performers, caterers, and event vendors in an efficient, timely, and cost-effective manner.

Build and maintain a positive working relationship with clients, vendors, governmental agencies and their representatives, HSJ employees and volunteers, and all others involved in rentals, events, and activities at the sites.

Manage the master organizational calendars to reduce conflict between school programs, events, festivals, site rentals, and public exhibits.

Maintain meticulous records of vendor contracts, client invoices, and permit documentation.

Represent History San José at community meetings, San José district meetings, and partner events, building and maintaining strong relationships with community stakeholders

Perform other duties as assigned.

Knowledge, Skills, and Abilities

  Proven ability to effectively manage and communicate with clients; HSJ staff and      

  volunteers to accomplish objectives within a team environment of mutual respect  

  and support.

Documented knowledge of the requirements for managing private and public events.

Demonstrated knowledge of government regulations, requirements, and permits for private and public events including working with Police, Fire, and City Departments including PRNS (Parks, Recreation & Neighborhood Services).

Proven ability to negotiate contracts among multiple parties that meet established budgetary goals.

Ability and willingness to work a flexible schedule that includes weekends, evenings, and some holidays during peak event season.

Proven ability to work successfully in a multi-cultural environment.

Proven ability to pay attention to detail to produce accurate and timely work within a rapid-fire work environment.

Documented knowledge of project management, including organization, scheduling, budgeting, implementation, and program evaluation.

Demonstrated ability to manage multiple projects simultaneously, on time, and

 on budget.

Proven skills in common office computer programs: word processing,  spreadsheets, email, database management, websites, and graphics.

Ability to lift 40 lbs. vertically.

Requirements

Ability to pass a security background check and Live Scan fingerprinting.

Must have a valid driver’s license.

Undergraduate degree in hospitality management, tourism, or a related field, and five (5) years of experience in events management.                     

OR

High school diploma or equivalency certificate and five (5) years of experience in events management, hospitality management, or a related field.

Preferred Characteristics

Ability to work in a fast-paced environment with multiple demands;

Ability to successfully manage multiple projects and prioritize tasks especially during events;

Ability to work in a team environment;

Fluency in one or more non-English languages relevant to the population of Santa Clara Valley is a plus;

Ability to work under pressure.

Specifications

Exempt, management

Reports to the Director of Operations

HSJ regular workweek, Monday – Friday 8am-4pm. Event season work schedule adjusted per the workload and seasonal events

Salary: $70,000-75,000

Benefits in accordance with HSJ Employee Handbook

To Apply

Please send a resume and cover letter to Michelle Duncan, Director of Operations, mduncan@historysanjose.org