Title: Patrons and Guest Relations Coordinator
Reports to VIP and Guest Relations Manager
Working alongside the VIP and Guest Relations Manager, the Patrons and Guest Relations Coordinator is responsible for coordinating all aspects of guest relations, and international guest management, including the development of an overall guest management strategy, budget planning and management, and preparation of an annual report.
SPECIFIC DUTIES
1. Oversee and develop the Patrons, VIP and International Guest Programme by performing the following tasks:
a. Conduct and assist in researching potential patrons and supporters for the Sharjah Art Foundation.
b. Assist in developing strategies to engage and maintain relationships with patrons/VIPs.
c. Create and maintain comprehensive database for patrons, VIPS and supporters.
d. Create VIPs/Patrons crib sheets to be used for events and dinners.
e. Create and prepare Patrons/VIPs information packs and communications materials.
f. Provide support for various activities relating to member cultivation for Patrons and ‘Friends of SAF.’
g. Maintain necessary contributors and supporters records and files; including records related to contributions from Patrons and ‘Friends of SAF’.
h. Report on key membership and development metrics monthly and for significant events such as the Biennial commissioning circle and support.
i. Conduct and/or assist with research into possible names for the invitation database. This research would include following up on suggested names or institutions as well as doing independent research.
j. Review database lists and verify information.
k. Draft invitation letters for VIPs and Patrons for exhibition openings and dinners.
l. Work with development and marketing departments to prepare and send out mailings to VIPs/Patrons, including determining who gets sent to whom and where appropriate, confirming that invites/e-vites have been sent and received.
m. Collaborate with Events and Venue Hire team to manage VIPs at SAF events, including guest list management, seating, and organizing/distributing VIP packs.
n. Assist in planning and implementing VIP and public events.
o. Take responsibility for the guests and VIP desk and staffing for SAF events in collaboration with Visitor Services.
p. Collaborate with Logistics and Hospitality Coordinators to look after VIPs/Patrons and groups travelling, including creating lists of arrival times and accommodations for all VIPs and following up on their arrivals, transport etc.
q. Ensure senior staff are aware of VIP visits so appropriate introductions can be made.
r. Contribute new content and/or update existing content on the SAF website that is related to VIPs/Patrons.
s. Work with communications team to ensure they are aware of VIP visits for media purposes.
t. Welcome, greet and act as the main correspondent for VIP/Patron guests when they visit SAF.
u. Ensure that appropriate thank-you note, and mailings are sent to VIPs/ Patrons and groups after the Biennial or other events.
2.Undertake outreach to regional and international museum groups to invite them to special programs and events at SAF, and to update them on projects.
3.Work with other teams to compile annual reports.
4. Undertake any other duties that might reasonable be required by senior management at SAF.