Special Events Assistant

Description

Full-time, Nonexempt, $30.77/hour

Background

Internationally recognized as a premier museum and research center, the Frick is known for its distinguished Old Master paintings and outstanding examples of European sculpture and decorative arts.

The collection originated with Henry Clay Frick (1849–1919), who bequeathed his home, paintings, sculptures, and decorative arts to the public for their enjoyment. The institution’s holdings—which encompass masterworks from the Renaissance through the nineteenth century—have grown over the decades, more than doubling in size since the opening of the museum in 1935. A critical component of the institution is the Frick Art Research Library, founded in 1920 by Helen Clay Frick, daughter of the museum’s founder. Recognized as one of the world’s top art history research centers, it has served students, scholars, and members of the public free of charge for generations.

The Frick has undergone a comprehensive renovation and was open in a temporary home, Frick Madison, from 2020 through early 2024, while renovations were underway at the mansion on 70th Street. In addition to special exhibition galleries and education spaces, we have added enhanced visitor amenities and accessible spaces. The Museum and Art Research Library reopened to the public in April 2025.

Workplace culture

At the Frick Collection, we pride ourselves on promoting an open and welcoming workplace culture that supports work-life balance. The Frick strives to provide our employees with competitive salaries and exceptional benefits in a beautiful and pleasant work setting, while offering an excellent opportunity to appreciate some of the world’s finest works of art.

The Frick Collection  provides equal opportunity to all employees and applicants for employment without regard to personal characteristics such as race, color, religion, sex, age, national origin, disability, pregnancy, genetic information, military or veteran status, sexual orientation, gender, gender identity or expression, marital and civil partnership/union status, alienage or citizenship status, creed, genetic predisposition or carrier status, unemployment status, familial status, domestic violence, sexual violence or stalking victim status, caregiver status, or other characteristics protected by law. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Position Summary

The Special Events Assistant provides administrative, operational, and client-support services for The Frick Collection’s Special Events department. Reporting to the Head of Special Events, the Special Events Assistant will join a team-oriented and supportive department responsible for the planning and execution of The Frick Collection’s roster of internal events, fundraisers, and venue rentals.

The Assistant serves as a primary point of contact for event clients, providing professional and timely support to ensure seamless event operations and to uphold the highest service standards.

Responsibilities include, but are not limited to, the following: 

General Administrative Support:

• Master Events Calendar Tracking
• SE Phone Line
• SE Email Inbox Management
• Vendor Invoices and Payment Requests
• Project manage select events, as assigned
• On-site event contact, as assigned

 External Events, supporting the Manager of Event Sales and Operations:

• Manage initial rental inquiries via phone, email, and in-person
• Provide information on venue availability, pricing, and policies to prospective clients
• Assist clients through the rental process, including site visits, contracting, and invoicing
• Maintain accurate rental calendars, client records, and event files using Tripleseat platform
• Support event load-ins, set-ups, and breakdowns as required 
• Maintain organized records of rentals, payments, and correspondence
• Assist with data entry, reporting, and post-event close-out

Internal Events, supporting the Senior Manager of Special Events:  

• Fundraisers
  • Assist with Guest Organization 
  • Raiser’s Edge Database Management
  • Donor Invoices
  • Acknowledgements and Receipts

Requirements

Physical Requirements 

The physical requirements of  this role are needed to perform the essential job functions with or  without reasonable accommodation(s).  

Physical  requirements are comparable to most office roles. Ability to interact  in-person with colleagues. Use common office tools and machines  (computer, phone). Ability to traverse throughout the office and  building(s) both inside and outside of the museum and visit different  levels of the building.  Ability to carry/transport materials weighing  up to 20 pounds. 

Skills/Experience/Education 

The  education and/or experience requirements listed below are representative  of the knowledge, skill, and ability required to successfully perform  the essential duties of this position. We recognize that people come  with a wealth of experience and diverse talent beyond just the technical  requirements of a job. If your experience does not match exactly what  you see listed here, but you feel you would be able to make a positive  impact in this position, please still consider applying.  

• Preference of one to two years in a professional environment, which  could include experience in event planning, fundraising, internships,  customer service, etc. 
• Excellent time management,  organizational, and communication skills to manage simultaneous projects  with prudent judgment in split-second decisions. 
• Ability to interact with internal and external stakeholders of all levels with professionalism and courtesy. 
• Computer fluency including Microsoft Office suite (Word, Outlook, Excel, PowerPoint) 

Software experience preferred, but not required: 

• Event management software such as TripleSeat, Artifax,or GoFMX 
• Donor fundraising database such as Raiser’s Edge or Tessitura 

Benefits in Employment with the Frick Collection 

Paid  Holidays: All full-time employees are eligible for 14 paid holidays  (all federal holidays including Juneteenth, and Election Day), including  four floating holidays; two may be used in the first half of the  calendar year, two may be used in the second half of the calendar year.   

Sick and Vacation time: Eligible full-time employees  accrue up to 12 sick and 15 vacation days their first year of  employment. In subsequent years, eligible full-time employees accrue up  to 12 sick days and 25 vacation days/year.  

Family leave:  In addition to adhering to all federal family leave laws, we provide  all eligible employees with paid bereavement and family leave. 

Health,  Dental and Vision insurance: all full-time employees and their eligible  dependents may enroll in employees sponsored benefits plans. Employees  contribute to the cost of health insurance based on income level and  type of coverage selected.  

Short and Long Term  Disability and Life Insurance: the Frick covers the entire cost of these  benefits for all  full-time employees. The life insurance benefit is up  to three times the employee’s annual salary.  

Retirement:  The Frick supports all employees in planning for retirement by offering  participation in a Tax Deferred Savings Plan – 403(b) and a defined  benefit pension plan. 

Wellness Programs at the Frick  include an Employee Assistance Plan, a discount on Citi Bike memberships  and a discount on bike helmets.  

Additional benefits  include discounted transit benefits, flexible spending accounts for  health, dependent care and commuting costs. 

Employment Status and Compensation 

This role is a full-time nonexempt 35 hour/week role. 

There  are options for remote work on a limited basis, as determined by  departmental needs and under the supervision of the Head of Special  Events. Though, staff will be expected to work onsite much of the time 

The  base annual salary for this role is $56,000. The hourly rate for this  role is: $30.77/hour; the overtime rate (hours worked over 35 in a  workweek) is $46.16/hour. 

Since the Special Events  department hosts events and other activities on evenings and weekends,  the Assistant may be relied upon to work to support these evening and  weekend events.  

Apply here or send resume and cover letter to: 

Head of Special Events 

The Frick Collection  

1 East 70th Street 

New York, NY 10021 

Timeline 

Applications  will be accepted on an ongoing basis as long as this posting is active. Anticipated start date will be early March.

Qualified candidates of diverse backgrounds are encouraged to apply for vacant positions at all levels. 

This description shall not be construed as a contract of any sort for a specific period of employment.  

Benefits subject to change and may differ based on employee status.