Public Events Coordinator

SITE Santa Fe

The Public Events Coordinator is a vital member of the SITE Santa Fe team. The Public Events Coordinator reports to the Event Production Manager and works collaboratively with other departments to plan and execute an array of public events at SITE Santa Fe including exhibition opening celebrations, membership events, community collaborations, talks, and performances. The Public Events Coordinator supports the Event Production Manager in coordinating all aspects of public events from initial conception through execution. The position requires administrative acuity as well as a generous sense of hospitality. The Public Events Coordinator regularly supervises events and, as such, maintains a flexible work schedule including frequent evening and weekend hours.

Responsibilities
  • Support the Event Production Manager in the planning, coordination, and execution of all public events at SITE Santa Fe:

+Establish timeline/flow of each event (event scenario); assign and communicate staff member duties, and oversee the execution of each event

+Schedule, coordinate, and supervise outside contractors for catering & bar services, entertainment, AV services, security, cleaning, and anything else necessary to execute the event

+Communicate with the presenters/performers/speakers about their program, timelines, expectations, etc.

+Support the design of internal events: decor, food, bar, etc. to create overall cohesion of event

+Work within approved budgets for specific events, request, code, and submit invoices for services accordingly

+Communicate closely with Facility staff and other departments to ensure events to do not disrupt museum operations unexpectedly

+Assist as needed with preparation for the Annual Benefit

  • Keep clear and accurate records while completing administrative responsibilities connected to public events including:

+Prepare, send, and receive contracts for presenters, contractors, and vendors

+Obtain and keep current W-9’s and certificates of insurance, and prepare and file all paperwork for processing of timely payment to presenters, contractors, and vendors

+With the Visitor Services Manager, set up ticketing links on SITE Santa Fe’s website and monitor and report on ticket sales. Manage the will-call list and ticketing at public events

+With the Lead AV Technician, support the timely creation of technical riders for public events and create a production plan for each program, including assisting with presenter media such as PowerPoint or videos and facilitating sound checks, as needed

  • Supervise regular events in the building:

+Enforce SITE policies and applicable laws and ordinances with guests and outside parties using the space

+Supervise all public events, including nights and weekends

+Open and close building, including turning the Exhibition on and off, when events occur outside of business hours

+Enforce SITE policies and contractual obligations of contractors, vendors, and presenters including, but not limited to: start and end times of events; capacities; safety and security protocol

+Work with events team staff to set-up and break-down the furniture and equipment required for each event

+Work with Facility Manager to ensure that post-event cleanings are completed properly, and survey event spaces after each event for any damage in order to alert Facility Manager and Event Production Manager in a timely fashion

  • With the Event Production Manager, work with SITE’s External Affairs department to promote events by compiling text and images for digital and print marketing

  • Participate in regular department and all-staff meetings

Requirements
  • At least 3 years of experience working in administration, event planning, public programming, or related fields

  • At least 1 year of experience working in a production setting

  • Strong organizational skills, and a strong attention to detail

  • A high degree of computer literacy and competency in the Google and MS Office suites

  • Restaurant/Hospitality experience and holding a current New Mexico Alcohol Servers Permit is a plus

  • Familiarity with pertinent regulations (ie, fire codes and alcohol service requirements)

  • Current CPR, AED and First Aid certification, or commitment to obtain within 3 months of hire

  • Basic A/V experience preferred, but not required

  • Fluency in both English and Spanish is preferred, but not required

  • Excellent interpersonal skills, and the ability to communicate well with others

  • Ability to prioritize and manage time, multitask, take initiative, and meet deadlines in a fast-paced environment with rapidly shifting priorities

  • Must be a self-starter and creative problem solver

  • Ability to work collaboratively with staff and maintain a high degree of professionalism in a dynamic and creative setting

  • Embrace SITE’s commitment to diversity, equity, inclusion and accessibility

How to Apply

Applicants should submit a resume and a cover letter to job@sitesantafe.org, with the subject line “Public Events Coordinator”.

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Posted on August 4