Special Events Coordinator

The Special Events Coordinator provides logistical and administrative support for special events organized by the Special Events Manager and the Visitor Experience department. This position plays a key role in preparing for events and ensuring their smooth day-of execution. The coordinator will be expected to engage in the cultivation and stewardship of clients in order to attract a broad variety of audiences, while supporting the mission of the museum and contributing to the achievement of departmental and institutional revenue goals. The Special Events Coordinator reports directly to the Special Events Manager.

Duties and Responsibilities

• Assists the Special Events Manager in the coordination of all MASS MoCA special event space rentals, including weddings, private and corporate-hosted events, conferences, symposia, retreats, and other space rentals.
• Helps to plan, coordinate, and execute internal events, including on-site events as well as off-site, exhibition openings, benefits and galas, membership events, performing arts events and public programming.
• Maintains event documentation and updates internal calendars and task trackers, including welcome materials and signage
• Assists in coordinating vendor deliveries, equipment checklists, and space readiness
• Effectively communicates with multiple departments within MASS MoCA to ensure special events are well coordinated and cross-departmental collaboration is successful.
• Assists Special Events Manager to thoroughly explain to clients onsite catering options, best uses of space, and ensure that clients understand MASS MoCA regulations and procedures prior to booking an event (including security, access, preferred vendors, space, campus, etc.)
• Assists with the following production elements for all events: lighting, audio, video, power needs, stage decking
• Monitors and supports event execution as scheduled by the Manager and assists with vendor and guest needs during internal and facility space rentals, ensuring the safety and security of guests and the Museum building and assets
• Assists Special Events Manager, or in their absence, performs duties during events including staff coordination, set-up, rentals, guest services and breakdown, for lighting, audio, video, power needs, staging, DJs, catering, and any other event needs
• Provides onsite logistical support to vendors and guests under the direction of the Special Events Manager. Communicates with vendors and guests as directed and relays information internally
• Responds in a timely manner to all event inquiries via email, phone, in-person and third-party prospective vendor profiles.
• Supports marketing efforts by preparing materials or maintaining records as directed
• Prepares for client tours and assists with walkthroughs conducted by the Special Events Manager
• Maintains proper storage, service and organization of all rentable equipment inventory in a convenient space within the confines of MASS MoCA, collaborating with other departments for shared use of storage space.
• Performs post-event tasks including rental returns, reporting issues to the Manager, and assisting with space resets
• When scheduled by the Special Events Manager, supports performing arts events, and other inter-departmental meetings and public programs as needed.
• Assists with visitor experience related tasks as needed.

Qualifications

• Minimum 1-2 years of experience supporting special events for a cultural organization or equivalent; familiarity hosting site visits.
• Excitement and passion for working in a public museum setting and sharing the organizations mission with clients
• High levels of organization with ability to use independent judgment while maintaining a superior level of professionalism.
• Strong interpersonal and diplomatic skills in order to meet with a wide variety of clients, donors and museum staff.
• Proficiency in all Microsoft Office applications, and experience with CMS databases
• Outstanding writing skills. Superior attention to detail, with high level of accuracy.
• Ability to multitask and stay calm during busy events
• Enthusiasm for working in an organization where change is frequent, structure is evolving, and flexibility, teamwork, and good humor are absolute necessities.

Work Conditions

• The majority of the workday is spent indoors, but special events, exhibitions, and/or festivals may require working outdoors and in inclement weather
• Operating hours and work schedule vary from season to season. This position requires consistent weekend work and will include evenings and major holidays.
• May need to work in dimly lit areas, with strobing lights, or other photo sensitive situations

Physical Requirements

• Must be able to sit or stand for long periods of time, walk for long distances, lift 50 pounds or more on a regular basis, and must be able to perform repetitive physical assignments which may include squatting, bending, stooping, carrying, climbing of ladders
• Must be able to verbally communicate with guests and colleagues

As defined by the National Labor Relations Act, this position is part of the bargaining unit for UAW Local

2110. Non-exempt. Minimum starting rate of $20.00/hour