Special Events Coordinator

Job Title: Special Events Coordinator

Department:
Development

FLSA Status:
Non-Exempt

Employment Status:
Full-Time

Union Position:
Yes

Grade Level: 1

Reports to:
Senior Special Events Producer

Salary: $55,460.97

POSITION DESCRIPTION

Special Events Coordinator provides critical administrative support for the activities and operations of Special Events of the Museum. Supporting events for trustees, patrons, councils, members, and our annual fundraisers. The Special Events Coordinator provides key support to the event rental business. This position will work closely with the Senior Special Events Producer, supporting events across the Museum's new campus, which features new expanded event spaces.

The Special Events Coordinator has experience working in sales and event production. The successful candidate will be a team player, thrive in a fast-paced environment, be detail oriented, have excellent customer service and communication skills, both written and verbal, and be able to problem solve and pivot quickly with confidence. A minimum of 3-5 years of event and event-related experience required.

This position requires flexibility to work on weekends, early mornings, and late evenings as necessary. The position reports to the Senior Special Events Producer.

PRIMARY RESPONSIBILITIES

• Prepares event proposals, and works with Senior Special Events Producer on contracts, and invoices for clients pre and post events.
• Hosts client and vendor site visits.
• Follows up with phone calls and e-mails related to event inquiries.
• Oversees events (mornings, nights, and some weekends are required).
• Supports vendor activity with regards to load-in/out, set-up in designated front and back-of-house areas, and adherence to all event guidelines.
• Assists with execution and production of patron dinners and donor receptions, Spring Gala, and special campaign events.
• Coordinates event invitations, guest lists, and RSVP lists, liaising with various Museum departments and external partners.
• Conducts prospect research for event rentals and potential vendors.
• Processes rental gifts and maintains accurate rental records in fundraising database.
• Assists in tracking rental event revenue and budgets.
• Track and share project timelines, calendars, check lists, work requests and memos to support interdepartmental communications.
• Works with the Special Events Producer on New Museum Master Calendar holds and bookings to ensure spaces are booked for internal and external events.
• Assures efficiency for internal and external event execution.
• Assists with logistics support for the Museum's patron events and patron travel program, including coordination with venues and vendors; hotel, restaurant, and travel logistics; tracking and coordination of special requirements for guests and hosts; planning, confirmation and follow-up communications.
• Updates and maintains Special Events guidelines and training manuals with Senior Special Events Producer.

Requirements

• 40-hour work week, inclusive of weekends and evenings.
• Strong organizational skills; excellent communication skills, both written and oral.
• Confidence to speak with clients and vendors with ease and authority.
• Ability to influence and engage a wide range of constituents and build relationships
• Ability to multi-task and problem solve, while prioritizing museum policies, and chain of command.
• Ability to handle situations with grace and diplomacy; able to anticipate problems and present solutions quickly.

Physical Demands

• Must be able to carry 25 pounds
• The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.
• Must be able to lift, bend, stoop, walk and stand for 4-6 hours daily. Sedentary computer work is also required.

Qualifications

• A Bachelor's Degree is preferred.
• At least 2 years' experience working in event management, venue management or similar field with high-paced, high-level front facing customer service.
• Proficiency with processing payments and with a content management database
• Required excellent skills with Microsoft Office, Zskipster, Tripleseat, Raisers Edge or equivalent, Asana, ACME, and other project management systems a plus.

BENEFITS, PAID TIME OFF & HOLIDAYS

We offer a full comprehensive benefits package that includes Medical, Dental, Vision, Employee Assistance Program (EAP), Flexible Spending Account (FSA), Health Reimbursement Program through the Difference Card, Commuter Benefits Program through the Difference Card, Voluntary Short Term Disability Plan and Long-Term Disability, Life Insurance, Retirement Plan, and other voluntary benefits.

We offer full-time employees 15 days of paid time off, 8 sick days off and 13 holidays off as applicable through the fiscal year.

We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this

Job Description describes you, then please apply for this role.

ABOUT THE MUSEUM

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