Coordinator, Events Butterfly House

Butterfly House, 15050 Faust Park, Chesterfield, Missouri, United States of America

Posted Monday, January 26, 2026 at 7:00 AM | Expires Tuesday, February 24, 2026 at 6:59 AM

Summary:

This position is responsible for coordinating private and public events, for the Butterfly House ( Chesterfield ). Coordinates, plans, promotes, and facilitates public events for family and adult audiences. The Coordinator, Butterfly House Events is responsible for overseeing all administrative and logistical aspects of implementing quality public and private events. Works closely with the Garden’s Events Manager to align processes and streamline resources across the organization.

• Manages all aspects of private events including communicating with clients, giving tours, finalizing contracts, and serving as the “day of coordinator”;
  Private events include Conservatory weddings, Celebrations, and corporate functions.
• Manages and provides on-site supervision for public events; develops project plans, maintains event timelines and coordinates delivery of all required event equipment and supplies.
• Books and negotiates vendor contracts, including musical performers, entertainers, food, and beverage.
• Designs area layouts, books appropriate spaces, confirms and communicates space layouts and setup requirements for events with designated team members.
• Coordinates public events programming with mission related activities in collaboration with other departments.
• Supports Butterfly House Education with Conservation Events logistics and facilitation, as needed.
• Collaborates with Marketing & Communications to promote events, including content on Butterfly House social media platforms including Facebook, Instagram, Twitter, etc.;
  Prepares descriptive content for use in promotion and way finding of events.
• Develops training materials for staff and volunteers and conducts training sessions.
• Maintains accurate records and spreadsheets (i.e., volunteer schedules/contact information; expense/revenue history).
• Works closely with others in the Visitor Operations division to support Garden signature events and exhibits, as needed.
• Monitors and physically engages in seasonal display and event set-up/tear-down.
• Monitors the facilities and equipment; coordinates with appropriate personnel if repairs or adjustments are required.
• Conducts cross-divisional communication within the Butterfly House to arrange for event support, tours, facility needs, etc.
• Responsible for accurate record keeping and meeting minutes as needed.
• Tracks, compiles, and documents event and department expenses.
• Conducts research needed for success of future events and temporary exhibits.
• Conducts post event debriefs with staff, vendors, and other necessary stakeholders.
• Creates and coordinates mailings as necessary.
• Acts as Manager on Duty, as assigned.
• Meets expected attendance guidelines.
• Follows all established policy and procedures, including but not limited to those stated in the Employee Handbook and Safety Protocols.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork, collaboration and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• May be required to work weekends, evenings or holidays.
• Performs other duties as assigned.

Coordinates the activities of assigned volunteers, interns, and contract staff.

Communication – Listens to others and asks questions for clarification;
Writes clearly and presents information accurately;
Speaks professionally and responds well to questions;
Supports positive visitor relations.

Collaboration – Demonstrates teamwork and promotes respect in the workplace;
Engages in problem solving and group initiatives;
Cooperates in implementing procedures and process improvements;
Strives for positive visitor experiences.

Accountability – Demonstrates commitment to responsibilities and adaptable to changes;
Effectively prioritizes, troubleshoots and takes appropriate actions;
Follows policies and procedures, meets deadlines, quality, and safety standards;
Strives to…