Events Coordinator

Summary

The Events Coordinator is responsible for execution of all aspects of internal and external events as directed by the Events Program Manager. They work collaboratively across the Museum to execute successful onsite events. The primary focus areas of this position are execution of the logistical aspects of both internal and external events, including the TAM Gala, rental events, exhibition openings, educational programs, fundraising events, and more events that occur onsite. This includes assisting internal departments and external contracted resources with setup, breakdown, and planning for their events. This position is part of TAMWU workers union.

Essential Functions: Below are the essential functions of this role. Additional duties may be assigned.

Provides excellent customer service; ensuring both internal and external clients have a positive experience

Assists with setup / breakdown / and other aspects of event execution for both internal and external (private) events, including A/V and equipment setup as directed by the Event’s Program Manager

Works with TAM Staff and other stakeholders to evaluate the effectiveness, successes, and areas for improvement of events

Work closely with security and other operations team members to assess safety and security concerns as they arise throughout the galleries and public spaces, responding or escalating issues in a timely manner; ensures sufficient staffing resources for events coordinating with contractors as needed

Assists with event sales and communications with internal and external stakeholders to ensure successful execution of events

Oversees events in the absence of the Events Program Manager

Contribute to the planning processes of various events

Other duties as assigned

Supervisory Responsibilities: This position has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strong analytical, communication, organizational, and time-management skills 

A self-starter, with a demonstrated ability to prioritize and see tasks through to completion.  Must be able to manage multiple projects and tasks and remain flexible under pressure. 

Service-oriented with a positive attitude.  Exhibits cultural competency when working with representatives of public and private organizations, volunteers, vendors, museum staff and the general public. 

Proven track record of attention to detail and organizational skills in a fast-paced environment

Courteous, personable and flexible; able to deal effectively and sensitively with a wide range of people

Ability to work well in a team environment

Must be able to work evening and weekend hours when necessary

Demonstrated commitment to supporting the museum’s Diversity, Equity, Inclusion, and Access (DEIA) framework

Ability to work within and maintain the museum brand values: innovative, passionate, civic-minded, gracious, approachable

Education and Experience

Two years of event planning, customer service experience, or related experience

Supervisory experience preferred

Training in CPR and First Aid preferred

Working knowledge of AV systems and components

Computer Skills

Proficiency in Microsoft Office products. 

Strong knowledge of operating and troubleshooting various A/V systems

Experience working with Tripleseat events CRM

Working knowledge of office devices and processes such as telephones, computers, copy/fax machines.

Language Ability

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 

Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, visitors, and the general public.  

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.   

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.  

Work Environment, Physical Demands & Travel Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The work environment for this position is a typical office environment within a museum.  There may be frequent interruptions and high utilization on some days and low utilization on others.  The noise level is moderate.

The physical demands for this position requires the employee to sit at a workstation and/or a computer screen for the majority of the work day in an office environment. There is occasional need to stand, stoop, or walk for long periods of time. Frequently reaches with hands and arms and uses hands and fingers to handle objects and operate tools, machinery, computers and/or controls.

Ability to lift/move objects up to 50 pounds and perform other similar actions during the course of the workday. Continuously exchanges information through listening and talking with staff, volunteers, and individuals in the community. Some work may be occasionally performed outside where the employee is subject to adverse weather conditions.

Local travel up to 5% is required for this position.