Senior Events Coordinator - Full-Time, Exempt
Salary undisclosed
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Title: Senior Events Coordinator
Reporting to: Sr. Manager of Philanthrophic Engagement
Date: January 2025
Status: Full-time – exempt; union
Salary: $57,000/year
Job Summary
The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Senior Events Coordinator to develop, plan and execute fun and engaging events from conception to reflection. Events take place both inside the Museum and outdoors on our 45+ acre property throughout the year, and may include off-site events with outside partners. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.
This position will work collaboratively with all departments within the Museum to create memorable experiences for our guests. This position will work closely with members of the Development Team to solicit and secure event partners – e.g. vendors, auction donors, etc. - throughout the year and maintain positive relationships with vendors in order to foster long-term growth.
The Senior Events Coordinator will also oversee the EcoTarium’s facility rental program, including leading the evaluation of and proposing modifications to our offerings and pricing, partnering with Marketing to promote the program and gather feedback, interfacing with potential customers, managing and executing the inquiry and sales process, and serving as host for specified booked events.
Candidates must enjoy working with public audiences of all ages and have an interest in working in a mission-driven, non-profit environment. The successful candidate will have excellent project management skills, computer skills, communication skills and a commitment to running creative events with an entrepreneurial spirit.
Duties And Responsibilities
Events
All applications require a cover letter and resume. Review begins immediately; applications accepted until position is filled. EOE.
Accepted file types: pdf, docx, doc, Max. file size: 16 MB, Max. files: 3.
References can be uploaded as a pdf, docx, or doc and should include: Name, Job Title, Company, Phone, Email, and Relationship
Reporting to: Sr. Manager of Philanthrophic Engagement
Date: January 2025
Status: Full-time – exempt; union
Salary: $57,000/year
Job Summary
The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Senior Events Coordinator to develop, plan and execute fun and engaging events from conception to reflection. Events take place both inside the Museum and outdoors on our 45+ acre property throughout the year, and may include off-site events with outside partners. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.
This position will work collaboratively with all departments within the Museum to create memorable experiences for our guests. This position will work closely with members of the Development Team to solicit and secure event partners – e.g. vendors, auction donors, etc. - throughout the year and maintain positive relationships with vendors in order to foster long-term growth.
The Senior Events Coordinator will also oversee the EcoTarium’s facility rental program, including leading the evaluation of and proposing modifications to our offerings and pricing, partnering with Marketing to promote the program and gather feedback, interfacing with potential customers, managing and executing the inquiry and sales process, and serving as host for specified booked events.
Candidates must enjoy working with public audiences of all ages and have an interest in working in a mission-driven, non-profit environment. The successful candidate will have excellent project management skills, computer skills, communication skills and a commitment to running creative events with an entrepreneurial spirit.
Duties And Responsibilities
Events
- Provide overall leadership for EcoTarium events to collaboratively plan, coordinate, implement, manage and evaluate all aspects of the events with managers and staff across all departments to ensure successful completion
- Work with Museum staff to develop new special events for targeted audiences, including youth, adults and seniors
- Contribute to the development of the annual events calendar to reach all key audiences
- Develop and manage the special events operating budget in partnership with management
- Meet annual revenue growth goals for events
- Determine staffing needs for each event and coordinate with managers and volunteers to staff events accordingly
- Develop, coordinate and share electronic project plans (work plans) and runs of show for each event
- Communicate event plans in timely manner to department heads and key internal partners
- Work collaboratively with Marketing team to promote events and with Guest Services to ensure Altru is set up appropriately, and to gather and interpret feedback on events
- Facilitate positive working relationships with external event partners including party vendors, caterers, entertainers, local cultural organizations, artists, performers and more
- Manage and maintain supplies, including alcohol, as needed
- Manage procurement of liquor licenses, as needed
- Track expenses and revenues associated with each event and provide an analysis after each event
- Provide direction to and supervise work of Event Coordinator
- Participate actively in all-staff community meetings, daily huddles (when possible), and staff trainings
- Contribute to a professional and motivational work environment by encouraging teamwork and providing positive reinforcement to team members when a job is well done
- Conduct an annual review of competitive facility rental offerings and pricing, and make recommendations for adjustments to the EcoTarium’s offerings and pricing
- Develop marketing plan and strategies and collaborate with Marketing team to promote facility rentals, including our website, electronic promotions and ads in physical publications. Goals are to increase inquiries and increase revenue from facility rentals
- Manage the facility rental inquiry and sales process, and provide excellent, timely customer service throughout
- Meet annual revenue growth goals for facility rentals
- Serve as facility rental host and provide excellent customer service for specified clients leading up to and on day of rental
- According to needs of client, coordinate entertainment, food and beverage and other facility rental needs
- Serve on staff ad-hoc committees when needed
- Other duties as assigned
- Associate’s degree required, Bachelor’s preferred
- Minimum of 4 years’ experience in event planning, with a proven track record of successful event execution
- Experience developing and overseeing day-of execution of events; experience coordinating events with 200+ attendees desirable
- Museum, non-profit and / or fundraising experience preferred
- Experience with or interest in working in a mission-driven, non-profit environment
- Experience developing budgets and meeting expense and revenue goals
- Knowledge and practice of good customer service principles
- Interest in science and nature a plus
- Staff supervisory experience a plus
- Experience working with and supervising volunteers a plus
- Must pass CORI, SORI and other background checks, according to EcoTarium guidelines
- Must have a valid driver’s license
- Must be or become TIPs certified (to serve alcohol)
- Excellent verbal and written communication skills
- Excellent interpersonal skills and ability to work with others from diverse backgrounds
- Project management experience
- Comfort with and extensive experience using Microsoft Office Suite (PowerPoint, Word, Excel) and Google Suite (Google Docs, Google Sheets. Google Meet, G-Chat)
- Team leadership experience, with ability to collaborate effectively
- Ability to work well independently while collaborating with others to meet goals
- Organizational skills, with the ability to balance attention to detail with deadlines-based action
- Experience working with diverse audiences and multilingual skills a plus
- Ability to multitask effectively and manage time efficiently
- Must be able to work a flexible schedule when needed, including nights, weekends and holidays.
- Altru or Raiser’s Edge experience a plus
- Able to navigate the building and grounds under any weather conditions, move materials weighing up to 50 lbs., stay stationary for long periods of time and work in a highly sensory and stimulating work environment due to constant interaction with guests
All applications require a cover letter and resume. Review begins immediately; applications accepted until position is filled. EOE.
- Name* First Last
- Preferred Pronouns She/HerHe/HimThey/ThemOtherI prefer not to disclose
- Full Mailing Address*
- Phone Number*
- Email*
- Position you're appying for:*
- Please attach your Cover Letter, Resume, and 3 References here:*
Accepted file types: pdf, docx, doc, Max. file size: 16 MB, Max. files: 3.
References can be uploaded as a pdf, docx, or doc and should include: Name, Job Title, Company, Phone, Email, and Relationship
- CAPTCHA
Title: Senior Events Coordinator
Reporting to: Sr. Manager of Philanthrophic Engagement
Date: January 2025
Status: Full-time – exempt; union
Salary: $57,000/year
Job Summary
The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Senior Events Coordinator to develop, plan and execute fun and engaging events from conception to reflection. Events take place both inside the Museum and outdoors on our 45+ acre property throughout the year, and may include off-site events with outside partners. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.
This position will work collaboratively with all departments within the Museum to create memorable experiences for our guests. This position will work closely with members of the Development Team to solicit and secure event partners – e.g. vendors, auction donors, etc. - throughout the year and maintain positive relationships with vendors in order to foster long-term growth.
The Senior Events Coordinator will also oversee the EcoTarium’s facility rental program, including leading the evaluation of and proposing modifications to our offerings and pricing, partnering with Marketing to promote the program and gather feedback, interfacing with potential customers, managing and executing the inquiry and sales process, and serving as host for specified booked events.
Candidates must enjoy working with public audiences of all ages and have an interest in working in a mission-driven, non-profit environment. The successful candidate will have excellent project management skills, computer skills, communication skills and a commitment to running creative events with an entrepreneurial spirit.
Duties And Responsibilities
Events
All applications require a cover letter and resume. Review begins immediately; applications accepted until position is filled. EOE.
Accepted file types: pdf, docx, doc, Max. file size: 16 MB, Max. files: 3.
References can be uploaded as a pdf, docx, or doc and should include: Name, Job Title, Company, Phone, Email, and Relationship
Reporting to: Sr. Manager of Philanthrophic Engagement
Date: January 2025
Status: Full-time – exempt; union
Salary: $57,000/year
Job Summary
The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Senior Events Coordinator to develop, plan and execute fun and engaging events from conception to reflection. Events take place both inside the Museum and outdoors on our 45+ acre property throughout the year, and may include off-site events with outside partners. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.
This position will work collaboratively with all departments within the Museum to create memorable experiences for our guests. This position will work closely with members of the Development Team to solicit and secure event partners – e.g. vendors, auction donors, etc. - throughout the year and maintain positive relationships with vendors in order to foster long-term growth.
The Senior Events Coordinator will also oversee the EcoTarium’s facility rental program, including leading the evaluation of and proposing modifications to our offerings and pricing, partnering with Marketing to promote the program and gather feedback, interfacing with potential customers, managing and executing the inquiry and sales process, and serving as host for specified booked events.
Candidates must enjoy working with public audiences of all ages and have an interest in working in a mission-driven, non-profit environment. The successful candidate will have excellent project management skills, computer skills, communication skills and a commitment to running creative events with an entrepreneurial spirit.
Duties And Responsibilities
Events
- Provide overall leadership for EcoTarium events to collaboratively plan, coordinate, implement, manage and evaluate all aspects of the events with managers and staff across all departments to ensure successful completion
- Work with Museum staff to develop new special events for targeted audiences, including youth, adults and seniors
- Contribute to the development of the annual events calendar to reach all key audiences
- Develop and manage the special events operating budget in partnership with management
- Meet annual revenue growth goals for events
- Determine staffing needs for each event and coordinate with managers and volunteers to staff events accordingly
- Develop, coordinate and share electronic project plans (work plans) and runs of show for each event
- Communicate event plans in timely manner to department heads and key internal partners
- Work collaboratively with Marketing team to promote events and with Guest Services to ensure Altru is set up appropriately, and to gather and interpret feedback on events
- Facilitate positive working relationships with external event partners including party vendors, caterers, entertainers, local cultural organizations, artists, performers and more
- Manage and maintain supplies, including alcohol, as needed
- Manage procurement of liquor licenses, as needed
- Track expenses and revenues associated with each event and provide an analysis after each event
- Provide direction to and supervise work of Event Coordinator
- Participate actively in all-staff community meetings, daily huddles (when possible), and staff trainings
- Contribute to a professional and motivational work environment by encouraging teamwork and providing positive reinforcement to team members when a job is well done
- Conduct an annual review of competitive facility rental offerings and pricing, and make recommendations for adjustments to the EcoTarium’s offerings and pricing
- Develop marketing plan and strategies and collaborate with Marketing team to promote facility rentals, including our website, electronic promotions and ads in physical publications. Goals are to increase inquiries and increase revenue from facility rentals
- Manage the facility rental inquiry and sales process, and provide excellent, timely customer service throughout
- Meet annual revenue growth goals for facility rentals
- Serve as facility rental host and provide excellent customer service for specified clients leading up to and on day of rental
- According to needs of client, coordinate entertainment, food and beverage and other facility rental needs
- Serve on staff ad-hoc committees when needed
- Other duties as assigned
- Associate’s degree required, Bachelor’s preferred
- Minimum of 4 years’ experience in event planning, with a proven track record of successful event execution
- Experience developing and overseeing day-of execution of events; experience coordinating events with 200+ attendees desirable
- Museum, non-profit and / or fundraising experience preferred
- Experience with or interest in working in a mission-driven, non-profit environment
- Experience developing budgets and meeting expense and revenue goals
- Knowledge and practice of good customer service principles
- Interest in science and nature a plus
- Staff supervisory experience a plus
- Experience working with and supervising volunteers a plus
- Must pass CORI, SORI and other background checks, according to EcoTarium guidelines
- Must have a valid driver’s license
- Must be or become TIPs certified (to serve alcohol)
- Excellent verbal and written communication skills
- Excellent interpersonal skills and ability to work with others from diverse backgrounds
- Project management experience
- Comfort with and extensive experience using Microsoft Office Suite (PowerPoint, Word, Excel) and Google Suite (Google Docs, Google Sheets. Google Meet, G-Chat)
- Team leadership experience, with ability to collaborate effectively
- Ability to work well independently while collaborating with others to meet goals
- Organizational skills, with the ability to balance attention to detail with deadlines-based action
- Experience working with diverse audiences and multilingual skills a plus
- Ability to multitask effectively and manage time efficiently
- Must be able to work a flexible schedule when needed, including nights, weekends and holidays.
- Altru or Raiser’s Edge experience a plus
- Able to navigate the building and grounds under any weather conditions, move materials weighing up to 50 lbs., stay stationary for long periods of time and work in a highly sensory and stimulating work environment due to constant interaction with guests
All applications require a cover letter and resume. Review begins immediately; applications accepted until position is filled. EOE.
- Name* First Last
- Preferred Pronouns She/HerHe/HimThey/ThemOtherI prefer not to disclose
- Full Mailing Address*
- Phone Number*
- Email*
- Position you're appying for:*
- Please attach your Cover Letter, Resume, and 3 References here:*
Accepted file types: pdf, docx, doc, Max. file size: 16 MB, Max. files: 3.
References can be uploaded as a pdf, docx, or doc and should include: Name, Job Title, Company, Phone, Email, and Relationship
- CAPTCHA