Special Events Coordinator

Position: Special Event Coordinator
Reports to
:
Director of Special Events
Position Type
:
Full time, Year- round, non-exempt.
Hours
: 40 hours a week including some weekends, nights, and holidays.

About Us:
Genesee Country Village & Museum is the largest living history museum in New York and the third largest in the country.
The Museum opened in 1976 and includes 68 buildings in the Historic Village, the Genesee Country Nature Center with 5 miles of trails, and the John L. Wehle Gallery collection of wildlife and sporting art and 19th-century clothing.

Coordinate and assist with the programmatic success of the Museum’s site-wide, large-audience special programs to ensure they are well-organized, engaging, and enjoyable for visitors and event partners and vendors.

• Support the Director of Special Events with cross-departmental program coordination and development, contracting, staffing, volunteer management, day-of support, clean-up, and evaluation for approx. 16 large-scale events including two scripted, guided tours.
• Help oversee the day-of coordination of events including supervising key programming and logistics activities, communicating with on-site staff, and problem-solving issues that arise to ensure a smooth event.
• Maintain and continue development of project management software (Smartsheet) containing and communicating program details, operation tasks, and contracting information.
• Create and send contracts; clearly communicate with, set expectations for, and oversee vendors and performers as assigned for a variety of Museum programs.
• Manage production and distribution of materials for event setup and registration as assigned; develop way finding signage, vendor check-in lists, and other event coordination needs.
• Support the onboarding and supervision of seasonal Special Events Assistant.

• Stewardship of relationships with outside event and program partners, including vendors and contracted performers.
• Auditions, casting, rehearsals, and program delivery for guided tours.
• Monitoring and developing event budgets and supporting overall fiscal management.
• Historical research and analysis as needed to justify the creation of new events or the revision of existing events.

• Attend and actively participate in regularly scheduled meetings; schedule cross-departmental meetings as needed to ensure clear expectation-sharing and communication.

All-hands-on deck tasks are a requirement for all staff members- regardless of job title or seniority within the organization and may include assisting with food service, programming, and set up and tear down of large-scale events at the Museum.

• Demonstrated ability to work with individuals of varying cultural backgrounds, identities, ages, and abilities.
• Skills and abilities
  
  generally gained through an undergraduate degree in business, organizational management or related fields.
• Proficiency working with database or project management software, Canva, and Microsoft Office.
• Strong communications skills, oral and written, including presentation and public contact skills.
• Able to work independently and be highly self-motivated.
• Organized, flexible, and able to handle multiple priorities in a fast-paced work environment, with a continuing focus on deadlines.
• Successful employment experience (2-3 years preferred) in a similar discipline, such as group sales, conference and event planning or workshop coordination.

• Travel as needed. Must possess a valid state-issued driver’s license and ability to drive Museum vehicles as required.
• Lifting up to 20 lbs.; standing for up to 90 minutes; walking up to 1 mile.
• Work is…