Special Events Coordinator

Job Title: Special Events Coordinator

Department: Special Events

Reports To: VP of Special Events

Job Summary: The Special Events Coordinator is responsible for coordinating and overseeing all aspects of Fernbank’s private special event rental program, from initial client engagement through event execution. This role combines proactive sales efforts with hands‑on event coordination and requires strong ownership of client relationships, revenue awareness, and the ability to balance multiple priorities in a fast‑paced environment while maintaining exceptional attention to detail and service standards.

A successful Special Events Coordinator demonstrates a positive attitude and collaborative team spirit while working closely with internal teams and external partners.

• Drive venue rental sales through proactive outreach and relationship building
• Respond promptly to client inquiries via phone, email, and in‑person consultations
• Maintain an active pipeline of prospective and confirmed events
• Conduct engaging site tours that showcase our unique museum spaces and capabilities
• Develop and maintain strong relationships with clients throughout the event planning process
• Plan and execute diverse special events with emphasis on social celebrations
• Coordinate event logistics from initial planning through setup, execution, and breakdown
• Serve as primary on‑site point of contact during assigned events to ensure smooth execution
• Maintain accurate event documentation, timelines, and checklists to ensure consistent execution
• Serve as a key liaison between clients, internal museum departments, and external partners to ensure seamless execution and an exceptional guest experience
• Communicate event details clearly to all stakeholders prior to event execution
• Set and align client expectations and resolve conflicts to ensure exceptional service
• Exercise sound judgment when resolving client concerns and elevate issues when appropriate
• Prepare and track event orders, contracts, and payments within scheduling and CRM/database systems
• Handle general administrative tasks including filing, data entry, and correspondence
• Contribute to overall museum goals and special events and projects as needed
• Ensure events adhere to museum standards, policies, and safety requirements
• Identify opportunities to improve event processes and enhance the client experience
• Other duties as assigned

• Exceptional organizational skills with meticulous attention to detail
• Service‑oriented mindset with commitment to exceeding client expectations
• Flexibility to work evenings, weekends, and holidays as events require
• Competent with database management, email systems, and event planning software
• Strong problem‑solving skills and creative thinking
• Ability to remain calm and professional in high‑pressure, live‑event environments
• Ability to handle multiple priorities and to meet strict deadlines
• Self‑motivated with ability to work autonomously and make decisions
• Strong verbal and written communication skills

• Minimum 2‑3 years of experience in event coordination, hospitality sales, or a related client‑facing role or equivalent professional experience
• Bachelor’s degree in Hospitality Management, Event Planning, Marketing, or related field is an asset

Entry level

Full‑time

Management and Manufacturing

Museums, Historical Sites, and Zoos