What are the responsibilities and job description for the Special Events Coordinator position at Hagley Museum and Library?
Job Purpose:
The Special Events Coordinator is responsible for the logistics, administration, and facilitation of a wide range of rental, cultivation, and other events at Hagley. Under the direction of the Special Events Manager, the Coordinator ensures the delivery of high-quality guest and client experiences at all stages of the event planning and fulfilment process.
Specific Duties:
Administration:
Responds to initial wedding rental inquiries in a timely, professional manner
Schedules and leads initial site visit for potential weddings and other rental clients
Reports details of client bookings at the contracting stage to the Special Events Manager
Schedules final walk-throughs with Special Events Manager, wedding clients, wedding planners, and caterers prior to events
Recruits and trains Building Managers from within current Hagley staff
Maintains communication with booked clients to ensure timely receipt of deposits, final payments, and certificates of insurance from wedding clients and preferred vendors for weddings and other events
Schedules and liaises with mobile food service vendors for outdoor Hagley events including, but not limited to, Fireworks at Hagley, Hagley Car Show, Hagley Craft Fair, and Summer Nights at Hagley
Submits and tracks projects and tasks through Hagley’s work request system
Facilitation
Coordinates the physical setup and breakdown of all Hagley events independently; with seasonal, part-time events staff; and/or with custodial staff through Hagley’s work request system as appropriate
Serves as day-of site coordinator for all weddings as well as other rentals and Hagley events as needed.
Schedules part-time operational staff and building managers for smooth event operations
Schedules Hagley photo guides, shuttle drivers, and additional building manager staff for weddings, as needed
Monitors events department supply inventories and places order for new supplies when necessary
Supports Special Events Manager in hosting open houses, meet-ups, and other initiatives to promote site rental among wedding and event industry professionals and directly to potential clients
Minimum Experience and Required Skills:
An associate’s degree is required for this role, a bachelor’s degree in business, hospitality, or other related field is preferred
Minimum professional experience of two (2) years in customer service, operations, or other related fields is required for this role, three (3) or more years of experience are preferred
Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
Demonstrated organizational skills required
Strong written and verbal communication skills required
Successful track record of working in deadline-driven environments
Ability to work in a team environment
Must be able to lift and carry up to fifty (50) pounds
Must possess a valid driver's license
Schedule:
Must be able to work a consistent Tuesday through Saturday schedule, adjusting hours as needed, for additional evening and weekend availability as needed.
Compensation:
$40,000.00 annually
Benefits:
Hagley offers competitive benefits packages and work/life balance, including health insurance (medical, dental and vision), 403(b) with match plus a contribution from Hagley equal to 7% of your base salary following one year of service, institution paid life insurance, short term and long-term disability benefits. In addition, you will receive twenty-five (25) PTO days per year plus eight (8) recognized holidays and a thirty-five (35) hour work week. Employees, their families, and friends receive complimentary admission to Hagley and employees receive complimentary admission to Smithsonian affiliated institutions.
Post Date: Tuesday, March 4, 2025
The Special Events Coordinator is responsible for the logistics, administration, and facilitation of a wide range of rental, cultivation, and other events at Hagley. Under the direction of the Special Events Manager, the Coordinator ensures the delivery of high-quality guest and client experiences at all stages of the event planning and fulfilment process.
Specific Duties:
Administration:
Responds to initial wedding rental inquiries in a timely, professional manner
Schedules and leads initial site visit for potential weddings and other rental clients
Reports details of client bookings at the contracting stage to the Special Events Manager
Schedules final walk-throughs with Special Events Manager, wedding clients, wedding planners, and caterers prior to events
Recruits and trains Building Managers from within current Hagley staff
Maintains communication with booked clients to ensure timely receipt of deposits, final payments, and certificates of insurance from wedding clients and preferred vendors for weddings and other events
Schedules and liaises with mobile food service vendors for outdoor Hagley events including, but not limited to, Fireworks at Hagley, Hagley Car Show, Hagley Craft Fair, and Summer Nights at Hagley
Submits and tracks projects and tasks through Hagley’s work request system
Facilitation
Coordinates the physical setup and breakdown of all Hagley events independently; with seasonal, part-time events staff; and/or with custodial staff through Hagley’s work request system as appropriate
Serves as day-of site coordinator for all weddings as well as other rentals and Hagley events as needed.
Schedules part-time operational staff and building managers for smooth event operations
Schedules Hagley photo guides, shuttle drivers, and additional building manager staff for weddings, as needed
Monitors events department supply inventories and places order for new supplies when necessary
Supports Special Events Manager in hosting open houses, meet-ups, and other initiatives to promote site rental among wedding and event industry professionals and directly to potential clients
Minimum Experience and Required Skills:
An associate’s degree is required for this role, a bachelor’s degree in business, hospitality, or other related field is preferred
Minimum professional experience of two (2) years in customer service, operations, or other related fields is required for this role, three (3) or more years of experience are preferred
Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
Demonstrated organizational skills required
Strong written and verbal communication skills required
Successful track record of working in deadline-driven environments
Ability to work in a team environment
Must be able to lift and carry up to fifty (50) pounds
Must possess a valid driver's license
Schedule:
Must be able to work a consistent Tuesday through Saturday schedule, adjusting hours as needed, for additional evening and weekend availability as needed.
Compensation:
$40,000.00 annually
Benefits:
Hagley offers competitive benefits packages and work/life balance, including health insurance (medical, dental and vision), 403(b) with match plus a contribution from Hagley equal to 7% of your base salary following one year of service, institution paid life insurance, short term and long-term disability benefits. In addition, you will receive twenty-five (25) PTO days per year plus eight (8) recognized holidays and a thirty-five (35) hour work week. Employees, their families, and friends receive complimentary admission to Hagley and employees receive complimentary admission to Smithsonian affiliated institutions.
Post Date: Tuesday, March 4, 2025
Salary : $40,000
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