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Special Events Coordinator

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JOB DESCRIPTION:

We are searching for a talented, motivated, and masterful multitasker to execute exceptional and unforgettable events. The Event Coordinator oversees all aspects of event planning and management, including evening programs for groups. The Special Events Coordinator must be comfortable working with large groups of people, controlling group dynamics with a positive attitude, and the ability to adapt to a shifting schedule. This is a full-time position.

Responsibilities

The highest priority is to assist the Special Events Team with the execution of special events occurring after 5 pm. You should have substantial experience in planning, organizing, and executing events. Excellent customer service skills and exceptionally dependable attention to detail in all aspects of work. Must have a flexible schedule, as events occur on weekends, weekdays, and evenings. This position does require long periods of standing, as well as moving and lifting furniture.  

  

  • Event tasks include, but are not limited to: 
  • On-site for the day of event 
  • Ability to delegate event planning tasks to other staff members where necessary. 
  • Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors, and managing take-down. 
  • Purchasing food and supplies 
  • Maintaining inventory and materials 
  • Acting host to guests 
  • Support the Events Team 

Coordination responsibilities include but are not limited to:  

  • Coordination of multiple programs at one time 
  • Checking in with the group leader and acting as a host to groups 
  • Dividing large groups into smaller groups of no more than 15 
  • Supporting the Educator in any needs they may have 
  • Respond quickly and efficiently to calls over the walkie talkie 
  • Making sure guests leave the Museum safely  
  • Shutting down 97 Orchard Street and 103 Orchard Street 
  • Learning and leading tours of the historic tenement, 97 Orchard Street 

Qualifications
 

  • A Bachelor’s degree or at least two years of event production experience;  
  • A passion for people and communication 
  • Sales skills and ability to build productive business relationships 
  • Strong creative skills and an ability to take projects from creative vision to completion 
  • Excellent organization, oral, and written communication skills; 
  • Excellent judgment and critical thinking skills 
  • Demonstrated ability to handle multiple projects in a fast-paced environment 
  • Ability to respond to emergencies in a calm and efficient manner; 
  • Must be self-motivated and able to initiate projects and ideas; 
  • Proficiency in Microsoft Office programs required, specifically Word, Outlook, and Excel. 
  • Strong team-building skills and an ability to thrive in an environment with many stakeholders.  

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