Event Coordinator

The mission of the Houston Botanic Garden is to enrich life through discovery, education, and conservation of plants and the natural environment. HBG is a recently completed botanic garden that strives to inspire all people to love plants and be good stewards of the natural world. The gardens include a global garden with arid, sub-tropical, and tropical plants; a culinary garden with permanent and seasonal displays; a family garden centered around a lagoon; a woodland event garden; wetlands; and a coastal prairie on a 132-acre site.

The Garden is seeking an Event Coordinator who will report to the Director of Events. The ideal candidate is a self-starter who is organized, detail-oriented, demonstrates strong critical thinking and problem-solving skills, with a proven record of success in vendor relations, event management and large-scale festivals.

The Event Coordinator works closely with the Director of Events to plan and execute all aspects of Garden events. These include, but are not limited to, Garden-wide special events, festival days, annual luncheon, Garden open house, and large-scale private rentals. In addition, the position will focus on creative add-on experiences, recruiting unique vendors, coordination and logistics of set up and break down of events, as well as ways to elevate the guest experience.

MAIN JOB RESPONSIBILITIES

• Act as Garden liaison with each event partner, vendor, VIP guest, and security, facilitating clear communication and smooth event execution.
• Coordinate and assist with set up and break down of events.
• Keep track of Garden events via calendar and spreadsheets.
• Ensure that the Garden’s policies and procedures are upheld during events.
• Complete post-event walk through with staff and vendors ensuring the Garden is left clean.
• Manage staff, event assistants, event entertainment and security guards during event.
• Report to the Director of Events post event, with recap, concerns, and facility issues.
• Create checklist, policies and procedures for Garden events.
• Coordinate vendor payments, negotiate pricing, draft MOUs/agreements and write run of show.
• Request invoices and input payments into Tessitura.
• Coordinate with other departments on all aspects of the event.
• Research organizations and companies that fit event theme and request donation of products.
• Collaborate with the Director of Events and the Director of Communications and Community Engagement on promoting events.
• Design material for the events including signs, flyers, QR codes, maps etc.
• Run errands and pick-up event materials such as, furniture, food, and linens.
• Provide additional support to the events department, as needed.

QUALIFICATIONS & EXPERIENCE

• A minimum of 2 years of successful experience managing special events or festivals.
• High school diploma required, some college preferred.
• Experience working at a similar cultural institution preferred.
• Proficiency working with graphic design, ticketing, and website software, including, but not limited to, Adobe InDesign, Canva, Tessitura, and WordPress.
• Excellent interpersonal and communication skills with a variety of audiences.
• Proficiency in conversational Spanish is desirable.
• Must be comfortable working with crowds.
• Ability to work in a fast-paced environment and manage multiple tasks simultaneously.
• Ability to remain calm in stressful situations and help resolve event conflicts with tact and courtesy.
• Ability to exercise sound judgement in performing responsibilities.
• Must be able to work in outdoor weather conditions.
• Must be able to lift event items up to 50 lbs. and push/pull event items up to 80 lbs. (tables, chairs, boxes, signs, etc.).
• High level of attention to detail, accuracy, and thoroughness.
• Flexibility to work in the evenings and/or on weekends and/or long shifts.
• Position subject to passing a criminal background check.

SCHEDULE & SALARY

• Full-time, non-exempt
• Pay rate $17/hour
• Tue- Sat during peak season; Mon - Fri during off season (approx. 5 months)
• Weekends and evenings required during event days

Benefits include: Medical, dental, and vision insurance, retirement savings match, short term disability, long term disability, and life insurance available.

APPLICATION PROCEDURES

Interested candidates should send a resume and cover letter to hr@hbg.org. We will contact those candidates who most closely match our requirements.

Thank you for your interest!

Job Type: Full-time

Pay: $17.00 per hour

Benefits:

• Employee discount

Schedule:

• Evenings as needed
• Holidays
• Nights as needed
• Weekends as needed

Work Location: In person

Salary : $17