Events Coordinator

  • The National Museum of Wildlife Art
  • Mar 22, 2021
Full time Hospitality

Job Description

Objectives

The Events Coordinator works in a dual capacity, providing support to the Events Manager and the Director of Programs & Events. This role assists in the synchronization of both public and private events held at the National Museum of Wildlife Art.

 

Organizational Relationship

The Events Coordinator reports to the Director of Programs & Events with direct input from the Events Manager.

 

Position Duties and Responsibilities:

  • Assist in the oversight and coordination of event scheduling, planning and execution
  • Assist in keeping organized, accurate files for all events
  • Update records and databases
  • Assist in scheduling client site visits and vendor appointments
  • Communicate with Museum clients in a professional manner, orally and in writing
  • Meet with Museum clients to determine event needs in the absence of the Events Manager
  • Accurately update client contracts
  • Serve as a liaison between catering (Palate) and the Museum for updated BEO information
  • Communicate with the Museum staff, volunteers, caterers and all other necessary parties to coordinate timing and support needs
  • Assist with event set up and tear down
  • Supervise the execution of private events in the absence of the Events Manager
  • Provide on-site support to the Director of Programs & Events during public events.
  • Assist with finance-related event tasks such as billing clients, collecting deposits and processing invoices for payment
  • Assist with post-event surveys and data collection
  • Assist with mailings and shipments
  • Maintain inventory and organization of Museum event props & supplies
  • Update specific Museum website content
  • Assist Director of Programs & Events with public event social media promotions
  • Other duties as assigned.

 

Qualifications:

  • 1-2 years previous experience in an event coordination support role
  • Flexibility in personal schedule; the ability to work a wide variety of time frames, including evenings and weekends
  • Strong organizational and communication skills
  • High attention to detail
  • Experience with Gmail, Google Drive, Docs & Sheets
  • Proficiency with Adobe Creative Cloud
  • Proficiency in Excel, Word, PowerPoint
  • Desire and ability to work both independently and as part of a team

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