Description:
SPECIAL EVENTS MANAGEMENT:
- Plan and organize events rooted in the Museum's mission, including researching and hiring vendors, developing event plans, maintaining budgets, overseeing logistics, and assisting in creating marketing plans.
- Meet with museum staff members, volunteers, and vendors as necessary to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
- Negotiate contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.
- Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
- Perform post-event tasks promptly, such as meeting with involved teams to ensure satisfaction, reviewing invoices and bills, approving payments, and documenting issues and resolutions.
- Evaluate potential locations, providers, vendors, and other professionals frequently to determine viability for future events and build a personal knowledge base to serve clients better.
- Partners with Marketing, Communications & Outreach teams to implement, promote, and communicate robust annual programming.
WELLS HOUSE MANAGER:
- Maintain effective working relationships with volunteers, other employees, Wenatchee
Valley College representatives, vendors, and members of the public.
- Plan and organize programs and events at the Wells House, collaborating with the Wells
House volunteers as needed.
- Coordinate with the rental manager on events and facility rental schedules.
- Coordinate with and support various Museum departments' projects at the Wells House.
- Act as the primary point of contact for the Wells House volunteers to sustain open communication between the volunteer group and Museum staff.
OTHER DUTIES AND RESPONSIBILITIES:
- Help cover the front desk when needed and assist front desk workers with database, membership questions, and training.
- Willing to support the museum team in other ways, as needed.
QUALIFICATIONS:
- Passionate about the Museum's vision and mission;
- At least three years experience in event planning or event coordination in a non-profit environment;
- Experience in managing budgets and tracking expenses
- Proficiency in Microsoft Word, Excel, and Outlook o Essential graphic design experience preferred o Website and social media experience preferred
- Ability to multitask and meet deadlines in a fast-paced working environment;
- Excellent organizational, communication, and interpersonal skills;
- Able to relate effectively with people of various backgrounds, levels of education, and experiences;
- Proven ability to communicate complex ideas with a wide range of people and communities;
- Available to work a flexible schedule with some evenings and weekends;
- Bachelor's degree (or equivalent) in hospitality management or other related area;
- Bilingual (English/Spanish) preferred