Event Coordinator

The Norton Museum of Art is seeking an Event Coordinator to support the Event Services and Special Events program, assisting with the coordination of both internal and external events. Event support includes overseeing event rental staff and outside vendors in a way that produces an excellent service experience for customers, provide day-of venue coordination for events, and enhance vendor, donor, and client relationships with the Museum. The Event Coordinator will report directly to the Event Manager, and work closely with Development team members.

Responsibilities include, but are not limited to:

• Work directly with (assigned) Event Services clients to obtain all event information to create, coordinate, and manage layout and event flows for internal staff and external vendors
• Work synergistically with all departments of the Museum to create a seamless event experience for event attendees, staff and Museum visitors
• Work with Constellation Culinary Group’s Event Manager; meet regularly before and during the event to plan and review operational items pertaining to day-of logistics and execution
• Represent the event program, as needed, at Museum Operations meetings to review any details or conflicts
• Review all vendor logistics with Event Manager, and work with vendors to arrange all details

Special Events:

• Support event logistics of the annual fundraisers (Gala and ArtBeat), VIP exhibition openings, internal special event programing, and private events for Museum Leadership
• Assist, as needed, with the planning and implementation of three major fundraising events
• Review all décor elements with Development Officer of Special Events, and work with vendors to arrange all details
• Serve as staff liaison for event site and support personnel, vendors, and artists if applicable

Other:

• Assist with maintenance of constituent records in the Museum’s database for accuracy
• Assist with weekly tracking and reporting, as needed
• Handle confidential information appropriately
• Attend evening and weekend events/fundraising activities and assist as needed

• One or more years’ event/catering management experience
• BA/ BS preferred
• Museum or cultural institution experience preferred, but not required
• Experience working with Altru or CRM/ EMS database is a plus
• Ability to work weekend, evening and holiday hours
• Proficient in Microsoft Office
• Canva experience preferred
• Excellent written and verbal communications skills a must
• Must be able to adhere to deadlines, manage multiple projects and handle confidential information appropriately
• Attention to detail and accuracy required

• This position will require weekend, evening and possible holiday hours. The person in this position must be able move about inside and outside the office, stand for long periods of time (up to at least 4 hours), ability to access and operate computer and other office equipment; and ability to lift, move or carry up to twenty- five (25) pounds.

Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.