Coordinator, Special Events

RESPONSIBILITIES

Departmental Inbox & Initial Event Inquiries

• Manage the Special Events departmental email inbox, monitor incoming correspondence, respond promptly to general requests, and ensure messages are organized, tracked, and directed appropriately
• Serve as the first point of contact for inquiries received through the departmental inbox; obtain basic preliminary information such as proposed date, event type, estimated guest count, and contact details, and record inquiries in the designated system
• Promptly hand off qualified external event inquiries to the assigned Special Events Manager, who assumes responsibility for subsequent client communication, site visits, walkthroughs, planning, and production
• Maintain inbox organization, follow-up tracking, and timely routing of general departmental communications; flag urgent or sensitive matters to the Director, Special Events

Small Internal Events & Activities

• Serve as the primary coordinator and sole day-to-day event owner for assigned small internal events and activities, managing each from initial request through planning, execution, and closeout within established guidelines
• Communicate directly with requesting departments to define needs and coordinate room setups, furniture, catering, audiovisual support, signage, staffing, and other required services
• Develop and distribute event schedules, setup instructions, event memos, and operational communications; coordinate directly with Facilities, Security, AV/IT, Visitor Services, Hospitality, and other relevant departments
• Manage onsite setup, event execution, breakdown, and post-event follow-up for assigned small internal events and activities; escalate exceptions, major conflicts, and requests requiring approval

Larger Institutional Events & External Rentals: Event Support

• Provide administrative, logistical, and onsite production support to the Director, Special Events and Special Events Managers for larger institutional events and external rentals. The Director and Managers lead the planning, client relationships, production, and execution of these events
• Assist the Director and Special Events Managers with specifically assigned event-day tasks, guest-facing logistics, and internal communications; do not serve as the event lead or primary client contact
• Prepare and distribute internal event communications and operational information at the direction of the Director or assigned Special Events Manager, using materials they provide. Event Managers retain responsibility for obtaining production schedules, floor plans, COIs, and vendor load-in documentation
• Update assigned internal checklists and relay logistical information to Museum partners as directed by the Director or Special Events Managers
• Provide hands-on assistance during load-in, setup, guest arrival, event execution, and breakdown under the direction of the Director or assigned Special Events Manager
• Support larger events and rentals only in an assigned supporting capacity. Event Managers retain responsibility for client agreements, contracts, payments, site visits, walkthroughs, and rental planning

Departmental Administration & Support

• Maintain accurate inquiry records, internal event files, departmental inbox correspondence, and assigned event updates in accordance with established procedures
• Prepare meeting notes, internal event checklists, event memos, and routine departmental correspondence as assigned
• Uphold Museum standards, policies, and venue requirements; assist with special event assignments as needed
• Follow departmental systems and procedures established by the Project Manager, Special Events and Operations, and provide practical feedback on day-to-day coordination needs

The Coordinator owns the departmental inbox, initial inquiry response and handoff, and assigned small internal events and activities. For larger institutional events and external rentals, the Coordinator provides support only, under the direction of the Director, Special Events and Special Events Managers, who retain leadership of planning, client relationships, production, and execution. Event Managers own external client relationships after intake, site visits, walkthroughs, agreements, production documentation, and rental logistics.

CORE COMPETENCIES

Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best-possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience-centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision. 

Courageous Communication: Intentionally works well with others both on the team and cross-functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible. 

Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders. 

Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity. 

Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely. 

PHYSICAL REQUIREMENTS

The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. 

• Ability to stand and walk for extended periods, up to 8 hours per shift. 
• Ability to move throughout multiple Museum locations, including galleries, theaters, outdoor spaces, and other public areas. 
• Ability to maintain an active and visible presence while providing exceptional guest service. 
• Ability to work in a high-volume, public-facing environment with large groups of guests, including school groups, tours, special events, and peak attendance periods, while maintaining professionalism, situational awareness, and composure. 
• Ability to frequently bend, reach, stoop, kneel, crouch, and climb stairs as needed. 
• Ability to occasionally lift, carry, push, and pull items weighing up to 25 pounds, including wheelchairs, stanchions, signage, guest service equipment, and other operational materials. 
• Ability to communicate clearly and effectively with guests and colleagues in person, by telephone, and over two-way radio. 
• Ability to work both indoors and outdoors in varying environmental conditions. 
• Ability to maintain awareness of guest activity and surrounding conditions while monitoring galleries, queues, and public spaces. 

QUALIFICATIONS

• Bachelor’s Degree in Hospitality, Business Administration, Marketing, or related field preferred
• 1–3 years of event coordination experience, preferably within a museum, cultural institution, hospitality, or venue environment
• Well-versed in project coordination skills, including planning, scheduling, and vendor relationships
• A collaborative team player with highly developed interpersonal skills who has the ability to relate to diverse internal and external audiences
• Strong partnership and collaborative style with outstanding communication skills (written, verbal and presentation)
• Self-motivated and highly experienced with multi-tasking
• Hands-on approach with attention to detail, organization, reliability and a get-it-done attitude
• Innovative thinker and pro-active
• Comfortable in transitional situations where there is rapid change and ambiguity
• Takes pride in excellence and has the initiative to keep striving for improvement and learning
• Excellent judgment and creative problem-solving skills
• Operates with efficiency per priorities
• Takes pride in excellence and the initiative to keep striving for improvement and learning
• Capacity and organizational ability to excel in a fast-paced, diverse, multi-tasked environment