Event Planning Specialist

Event Planning Specialist

Full Time, Salary, Exempt, Non-union

Supervisor:
Director of Event Planning

The Event Planning Specialist supports the mission and goals of the Milwaukee Art Museum by planning and executing exceptional events for both external clients and the Museum’s own initiatives. This full‑time position serves as the lead planner for all assigned events—ranging from weddings, corporate gatherings, and private celebrations to Museum‑hosted programs, activations, and initiatives.

The ideal candidate is highly organized, hospitality‑driven, and thrives in a fast‑paced, collaborative environment. They will ensure that every event, whether hosted by the Museum or by a client, reflects the Museum’s commitment to excellence, creativity, and an outstanding guest experience.

Responsibilities also include on‑site management and staffing of all events for which they serve as the lead planner and additional staffing support for other events as assigned. Regular evening and weekend hours and a flexible, non‑standard schedule based on event demands are required.

Events Planning & Execution

• Manages all planning details for assigned internal and external events, ensuring each is executed flawlessly and aligned with Museum standards.
• Serves as the main point of contact for internal and external clients on assigned events, providing outstanding customer service and clear communication from booking through planning and event execution.
• Assists Director of Events with Signature Events, including creative concept generation, event detailing, vendor sourcing, handling vendor emails, answering client calls, invoicing, and event execution.
• Creates detailed event orders, floor plans, and timelines using event management software.
• Updates event orders and museum calendars in a timely fashion to ensure cross‑departmental museum teams have accurate information.
• Attends weekly event order and operations meetings.
• Coordinates with internal departments (culinary, facilities, visitor services, security, etc.) and approved vendors to ensure alignment on all logistics and to deliver seamless events.
• Collaborates cross‑departmentally to ensure consistency in event quality and guest experience.
• Works collaboratively with catering team on service logistics.
• Responsible for on‑site management and staffing of all assigned events and provides support staffing for additional events as needed.
• Leads pre‑shift briefings and on‑site event execution, ensuring client expectations are met and any issues are resolved professionally and efficiently.
• Leads event set up and tear down for all assigned events.
• Oversees and directs setup technicians, providing detailed instructions and floor plans to ensure all event setups are completed accurately and in alignment with departmental standards.
• Manages post‑event follow‑up, billing, and financial reconciliation in coordination with the Finance Department.
• Provides support for event sales as needed, including participating in venue tours, managing the event inquiry inbox, and preparing and sending contracts in the absence of the Sales Manager.

General

• Books assigned internal reservation requests into Reserve Cloud and manages the reconciliation of the two MAM calendars (Air Table and Reserve Cloud) to ensure information is accurate and consistent.
• Maintains accurate event calendars and documentation to ensure clear communication across Museum departments.
• Assists in the collection of departmental data to support accurate record keeping.
• Maintains accurate printed and digital event collateral for site tours and works with the creative marketing team for edits as needed.
• Submits event invoices via Blackbaud for payment.
• Ensures the events office is properly stocked with necessary supplies as needed.
• Ensures compliance with Museum policies, procedures, and safety standards.
• Represents the Museum professionally when interacting with clients, vendors, and guests.
• Executes event set‑up responsibilities when needed, including but not limited to setting up chairs, rearranging tables, and placing linens and event signage.
• Ability to work irregular hours and extended shifts including…