EVENTS COORDINATOR

MISSION

Through art, we create transformative and diverse experiences, strengthen community connections, and inspire imagination.

VISION

Through art, we will be a community leader recognized as a welcoming, thought-provoking, and collaborative place that nurtures inclusion, diversity, equity, and accessibility.

VALUES

• We are trusted stewards of community treasures, committed to caring for the art and the historic building.
• We embrace the museums role as a vital resource, an inclusive and welcoming space that adds value to peoples lives.
• We are dedicated to reaching diverse audiences and expanding engagement with art.
• We are strong, socially responsible fiscal managers.
• We are pledged to environmentally conscious practices and maintaining our green certification.

INCLUSION, DIVERSITY, EQUITY, and ACCESSABILITY MISSION STATEMENT

The Dayton Art Institute aspires to develop, promote, and sustain an organizational culture and reputation in the communities that we serve as an organization that values, nurtures and leverages inclusion, diversity, equity, and accessibility in all that we do.

JOB SUMMARY

The Events Coordinator at the Dayton Art Institute is responsible for the planning, coordination, and execution of all museum events, including special events, weddings, corporate events, and museum-hosted programs. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The Museum Events Manager will work closely with various departments to ensure events align with the museums Mission, Vision, and Values, providing an exceptional experience for all guests and clients.

ESSENTIAL DUTIES and RESPONSIBILITIES

• Plans, coordinates, and executes all museum events, including special events, weddings, corporate events, and museum-hosted programs.
• Develops and manages event timelines, budgets, and logistics to ensure successful event execution.
• Coordinates with internal departments and external vendors to secure necessary resources and services for events.
• Serves as the primary point of contact for clients, providing exceptional customer service and ensuring their needs are met throughout the event planning process.
• Conducts site visits and consultations with clients to understand their event vision and requirements.
• Provides thoughtful and creative recommendations to enhance the guest experience.
• Collaborates with museum staff, including marketing, development, and curatorial teams, to ensure event details align with the museums objectives and goals.
• Communicates effectively with all stakeholders to ensure seamless event execution.
• Works closely with the Security team to ensure safety protocols are followed during events.
• Addresses any issues or challenges that arise during events, ensuring prompt and effective resolution.

• Bachelors degree in event management, hospitality, business administration, or a related field, or 3-5 years of experience in event planning and management, preferably in a museum or cultural institution, or a combination of education and experience.
• Proven track record of successfully managing a variety of events, from small gatherings to large-scale functions.
• Proficiency in event management software and tools.
• Proven skills related to both small- and large-scale events.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work both independently and as part of a team.
• Customer service-oriented with a positive and professional demeanor.
• Ability to work a flexible schedule on an as needed basis. Many events are on weekends and evenings. Work schedule may vary to accommodate special events schedule.

PHYSICAL DEMANDS/WORK ENVIRONMENT

This role requires frequent movement throughout the museum and its grounds for events. Time spent in an office environment is depended on event schedules and set-up needs. It requires the ability to sit or stand for extended periods, frequent use of hands and fingers for handling objects and tools, and effective communication in person, over the phone, and via email. Specific vision abilities needed include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The role may occasionally involve lifting up to 25 pounds.