MAIN JOB DUTIES

1. Assure all private events at the Museum meet and exceed expectations by following established procedures, collaborating with other employees, and ensuring accuracy.

2. Be involved with all happenings on the Museum campus including operations and maintenance schedules for Palette Café, the Phoenix Theatre and surrounding businesses.

3. Assist Event Operations Manager with securing and planning private events. Help manage facility rental contracts and work closely with accounting to ensure proper billing and receipts of rental fees.

4. Provide Event Operations Manager with support as needed with major museum fundraisers and larger events.

5. Coordinate the scheduling and use of the Museum’s rooms and galleries. Assist in maintaining the master calendar listing of all events, their locations, dates, times and equipment needs, including Museum activities held off-site.

6. Work closely and meet with groups using the Museum facilities to schedule their activities, discuss and arrange for audiovisual needs, coordinate catering and vendor schedules, arrange to have the area equipped as requested.

7. Provide, with the aid of the custodial crew, all event/meeting areas with required tables, chairs, and other equipment related to the event. Prepare intranet work orders for event-related custodial needs.

8. Review Museum restrictions necessitated by works of art, ensure that all museum security and safety policies are observed by the users, and proper security staff has been scheduled.

9. Track special event costs and keep inventory of event furnishings and linens. Maintain an inventory of supplies related to facilities rentals and order additional supplies as needed.

10. Prepare purchase orders and check requests for outgoing expenses.

11. Prepare and circulate a weekly and monthly summary of upcoming events/meetings for staff, custodians, bartenders, projectionist, Phoenix Theatre, landscapers and other staff as needed.

12. Maintain positive working relationships with Museum departments by coordinating schedules, meeting regularly, providing timely notification of necessary changes, and maintaining open communication with staff to seek mutually agreeable solutions to problems.

13. Develop working relationships with outside vendors by maintaining timely and effective communication to enhance the event experience.

14. As needed, coordinate with the Development, External Affairs, and Education regarding museum-related events.

15. Assist in training new hires and interns.

16. Record event attendance and create reports summarizing the number of people at private events.

17. Be available during events (in person or by phone/radio) to handle issues that may arise, ability to adapt quickly to changes and trouble-shoot when necessary.

MINIMUM QUALIFICATIONS

1. Minimum five years’ experience in event coordination and/or hospitality or related field, or any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.

Knowledge of:

1. Customer Service and/or Hospitality experience

2. Event execution

3. Event management software is preferred

4. Microsoft Office

Skill and ability to:

1. Consistent and accurate data entry of minimum 45 wpm.

2. Exhibit organizational skills, attention to detail, ability to meet deadlines and work minimal supervision.

3. Be available some evenings, weekends, and early mornings for successful execution of events.

4. Prioritize and accomplish multiple projects concurrently and follow- through independently on routine responsibilities.

5. Manage a large flow of various communications (database, correspondence, schedules, requests for information, etc.)

6. Communicate efficiently and effectively with tact and diplomacy, both in person, on the telephone with external audiences, e.g., volunteers, members, donors, and trustees.

7. Communicate effectively in writing, with excellent composition, grammar, and proofreading skills.

8. Maintain confidentiality of information.