Ventfort Hall is looking to grow our team! See the below job opportunities. To apply, please email haley@gildedage.org with a resume and letter of interest.
Fundraising Events Project Manager
Location: Lenox, MA
Reports To: Director of Programming and Events, Executive Director
Job Type: Part-Time
Pay Rate: $20/hour
Hours: ~15 hours/week, flexing up to 40+ hours/week during fundraising events
Hours flex higher at event times, schedule set ahead in advance.
About Us
Ventfort Hall, an iconic Gilded Age mansion and museum, serves as a cultural hub in the Berkshires. We are seeking an organized and dynamic Project Manager to lead the planning, coordination, and execution of our annual fundraising events. This role is instrumental in ensuring event success, from initial planning through post-event wrap-up.
Ventfort Hall Gilded Age Mansion and Museum is committed to fostering an inclusive and welcoming environment. Ventfort Hall is an equal-opportunity employer and encourages applicants of all genders, races, and ethnicities to apply.
Key Responsibilities
Event Planning & Coordination
- Serve as the primary coordinator for events, including large-scale resale fundraisers, teas, member parties, and more.
- Manage detailed project timelines and schedules for event marketing, relevant donation collection, volunteerism, sponsorship acquisition, and day-of activities.
- Organize an exclusive pre-event shopping experience for key supporters and sponsors.
Vendor and Partner Management
- Work with external vendors to secure in-kind donations and services.
- Cultivate and maintain strong relationships with sponsors, vendors, and other stakeholders.
- Ensure all contracts, agreements, and deliverables are completed on time.
Logistics and Operations
- Coordinate relevant donation drop-off and pick-up schedules, ensuring smooth and organized collection.
- Organize all day-of logistics. This includes event setup, managing of volunteer teams, and ensuring all scheduled activities adhere to agreed-upon timelines.
Team Collaboration
- Work closely with the event fundraising committee to align goals and strategies.
- Coordinate with Ventfort Hall staff to ensure organizational alignment and support.
- Provide regular updates to stakeholders on project progress and milestones.
Qualifications & Skills
- Proven experience in project management, event coordination, and/or fundraising (nonprofit experience is a plus).
- Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
- Availability to start immediately and work flexible hours, including evenings and weekends as required.
- Excellent interpersonal and communication skills, with a track record of working effectively with diverse teams and stakeholders.
- Proficiency in project management tools, Google products, spreadsheets, and email communication.
- Ability to handle physical aspects of event management, such as moving materials up to 25 pounds and coordinating onsite logistics.
- Passion for community engagement and supporting cultural initiatives.
Group Tour & Event Coordinator
Location: Lenox, MA
Reports To: Director of Programming and Events, Executive Director
Job Type: Part-Time
Pay Rate: $20/hour
Hours: Part-Time (hours vary based on time of year and number of events); Year-Round
Typical office hours vary. Open to hybrid work. Event hours in the evenings, ending as late as midnight or 1am on occasion.
About Us
Ventfort Hall Gilded Age Mansion and Museum is seeking a Group Tour & Event Coordinator to join our team as soon as possible. Ventfort Hall is an equal opportunity employer. Applicants of all genders, races, and ethnicities are welcome and encouraged to apply for this position.
Position Summary
Working at Ventfort Hall offers a unique opportunity to be part of a historic, beautifully preserved venue and contribute to its mission to educate the public about the Gilded Age. The Group Tour & Event Coordinator is a hands-on role responsible for facilitating and executing group tours, public programming, and private events at Ventfort Hall. Reporting to the Director of Programming & Events, this position owns group tour bookings from inquiry to completion, physical involvement in event setup and breakdown, and seamlessly coordinating with vendors, guests, clients, staff, and tour companies to execute public & private events. The ideal candidate will have strong organizational skills, excellent customer service, and the ability to handle both administrative and physical tasks related to events and tours.
Key Responsibilities
Group Tour Coordination:
- Field and manage all group tour requests, handling the booking process from start to finish.
- Coordinate with tour companies, docents, and museum staff to create structured and engaging tour experiences.
- Schedule and lead venue walk-throughs for tour organizers or private groups.
- Prepare and serve group lunches when required, ensuring dietary needs are met and service runs smoothly.
Public Event Coordination & Execution:
- Act as the on-site manager during events, addressing any issues that arise and ensuring the event runs seamlessly.
- Physically set up and break down event spaces, including arranging tables, chairs, and decorations as needed.
- Coordinate with vendors such as presenters, caterers, and entertainment to ensure smooth event execution.
- Seamlessly contribute to the greater team during events. Assist with tea service, technology checks for presenters, checking in guests, etc.
Private Event Coordination & Execution:
- Assist the Private Events Manager in executing complex private events.
- Assist with planning and running private events, including corporate functions, weddings, and special gatherings.
- Physically set up and break down event spaces, including arranging tables, chairs, and decorations as needed.
- Coordinate with vendors such as caterers, decorators, and entertainment to ensure smooth event execution.
- Infrequently act as on-site manager during events, addressing any issues that arise and ensuring the event runs seamlessly.
Administrative & Logistical Support:
- Manage scheduling, contracts, deposits, and balance payments for group tours, ensuring all terms are communicated clearly.
- Track bookings, prepare monthly reports, and support revenue goals for tours.
- Follow up with clients after events and tours to gather feedback and ensure satisfaction.
- Maintain inventory of event supplies and assist with facility upkeep as it pertains to events and tours.
Qualifications
- Experience in event planning, hospitality, or a related field preferred.
- Demonstrated ability to deliver outstanding customer service, anticipate client needs, and resolve issues promptly.
- Strong organizational and multitasking abilities, with attention to detail and ability to quickly adapt.
- Excellent communication and collaborative, interpersonal skills.
- Ability to work flexible hours, including evenings and weekends. Ability to work a 12-hour day if necessary.
- Physical capability to lift, move, and set up event materials as needed.
- Proficiency in Microsoft Office and Google Suite.
- A commitment to the mission and values of Ventfort Hall.
How to Apply
Interested candidates should send their resume, a cover letter detailing relevant experience, and references to haley@gildedage.org. Applications will be accepted until the position is filled.
