Description:
Typical Duties and Responsibilities:
- Enforces all museum event guidelines and procedures. Acts as the main museum representative for clients and vendors during events when the museum event lead is not onsite. Prioritizes a positive client experience, maintaining clear, friendly communication with clients during load in/out and throughout the event.
- Provides logistical support for Special Events, Public Programs, Internal Museum Events, and Museum rentals:
- Reviews Operations Request for event specifics, logistics, and details.
- Familiarizes self with key players (i.e. FAMSF Event lead, rental client, caterer, and other vendors).
- Advises event planners and caterers on approved floor plans for food, bar set-up, auxiliary lighting, and entertainment.
- Oversees all set-up and break down activities, such as vendors, equipment set-up, coat check, janitorial and security, caterers, docents, stores, and entertainment.
- Assists Museum on-site operations personnel (i.e. Member and Visitor Services, other museum staff, janitorial, etc.) in moving museum equipment, i.e. stanchions, kiosks, signage etc. – You are not required to assist caterers and other vendors in moving their tables, chairs, or other rental equipment.
- Monitors events, before and during, to ensure that all procedures are being followed correctly and that all guidelines relating to the protection and security of the art are observed.
- Oversees safety of guests, vendors, and staff, such as checking power cords for proper taping and exit accessibility.
- Assists in client contact. Acts as museum liaison with regard to event knowledge during the event and understands event logistics and planning.
- Assists in the mediation of conflicts among guests, clients, vendors, Museum staff, and emergency personnel by providing clarification and reiteration of Museum policies and procedures.
- Greet and meet clients. Act as Museums’ representative during the event with regard to client satisfaction and customer service.
- Other duties as assigned.
- Remains until events are finished and until the breakdown and clean-up are completed (or until the shift ends, which would be previously specified if earlier than event loadout). Directs caterers and vendors to be sure that Museums are returned to original condition; performs walk-through and final check.
- Briefs the Associate Director and Manager of Event Rentals in writing after each event.
- Performs other duties as assigned.
- Attendance expectations:
- On Call Event Coordinators are expected to take a minimum of two shifts per month.
- The majority of shifts are scheduled for at least four hours, and are primarily in the evenings and weekends.
Minimum Qualifications:
Education: High School Diploma or GED.
Work Experience: One year of experience in event coordination/management.
Skills and Abilities:
- Excellent verbal communication skills.
- Excellent problem-solving skills.
- Ability to give instructions and direction to others; interpret and explain museum policies and procedures.
- Ability to deal courteously, tactfully, and discretely with Museum clients, the general public, and outside organizations and groups.
- Ability to promote and maintain good relations between the Museums and those involved in event functions.
- Ability to coordinate activities of support staff (i.e. security, engineering, cleaning crew, coat check).
- Ability to work well under pressure and demonstrate sound judgment.
- Ability to successfully handle multiple, and sometimes, conflicting priorities.
- Ability to write routine reports, correspondence, and speak effectively before groups or individuals
- Punctual, dependable, and conscientious; reliable and trustworthy; detail-oriented.
- Ability to read and interpret documents
- Ability to work nights, weekends, and extended shifts; maximum flexibility required.
- Proficiency in Google Suite