General Summary of Duties:
The Special Events Coordinator assists the client in production and coordination of events at the Museum. The position is responsible for a number of activities in planning and execution of individual events including: responding to requests for rental space, holding client meetings, conducting initial walk throughs, finalizing contracts, working with vendors, setting up/breaking down events, promoting the museum and prospecting clients. The Special Events Coordinator acts on behalf of the Museum as a liaison to the client during contracted events, and works closely with Museum staff as well as external teams such as catering contacts and other vendors, to assure smooth and professional outcomes for rentals and events. The Coordinator must be self-directed and flexible, as well as have the ability to anticipate event needs, prioritize, and be able to meet deadlines.
Essential Duties of the Position:
Develops and maintains positive working relationships with Museum contacts including vendors, caterers and internal departments including custodial, engineering and audio visual support teams.
Provides assistance and guidance to customers in the renting of the facility; assists the client in carrying out the vision of their events.
Assures effective coordination and outcomes of tactical aspects of client events; conducts problem resolution as needed to assure a seamless and successful client experience.
Keeping track of finances for individual events (including invoices, check requests, etc.
Negotiating contracts, procuring vendors/subcontractors, conceptualizing and implementing small and large scale events, food and beverage processes, and driving the overall customer experience.
Gather and maintain accurate event information and ensure that event sets ups are accurate and that relevant event information is communicated to appropriate internal departments (Custodial, Engineering, Security, Volunteers)
Manage payment schedules, receive and process payments and follow up on overdue accounts
Schedule and coordinate special events to specification; provide facilities expertise and support to scheduled events.
Attend weekly planning meetings.
Ability to work in a team environment.
Ability to work in a fast-paced environment and able to juggle, shift gears and maintain a sense of humor.
Ability to work with a flexible schedule in order to be available for scheduled events, including nights, weekends, and holidays.
Ability to negotiate with clients and maintain effective working relationships.
Convert clients into committed customers through on-site visits/meetings, property tours and proactive communication.
Be onsite to manage all assigned events.
-Ability to work in a team environment.
-Ability to work in a fast-paced environment and able to juggle, shift gears and maintain a sense of humor.
-Ability to work with a flexible schedule in order to be available for scheduled events, including nights, weekends, and holidays.
-Ability to negotiate with clients and maintain effective working relationships.
-Convert clients into committed customers through on-site visits/meetings, property tours and proactive communication.
-Be onsite to manage all assigned events.
-Bachelor's degree in Communications, Marketing, Event Management or related field preferred
-Ability to work a flexible schedule including nights, weekends and holidays required
-Demonstrated proficiency in computers with ability to learn departmental systems
-Two (2) years of event coordinating a MUST
Please include Cover Letter, Resume, and Salary Requirements