What are the responsibilities and job description for the Hospitality Events Specialist position at Minnetrista Museum & Gardens?
Position Title: Hospitality Events Specialist
Reporting Department: Hospitality
Reporting Supervisor: Hospitality Manager
Location: Main Building
Status: Non-Exempt, Part Time
Organizational Function: Front Line Staff
PURPOSE: Coordinate and execute event operations including facility rentals, signature event support, and internal functions. Ensure high-quality event experiences while maintaining efficient operational processes and strong client relationships.
QUALIFICATIONS:
- Hold an associate's degree or equivalent experience in event management, hospitality, or related field; 2 years' experience in event coordination or client services
- Be proficient with Microsoft Office Suite and event planning software
- Have strong organizational and communication skills
- Demonstrate excellence in customer service and client relations
- Show experience with space management and event logistics
To be successful in this position, an individual must be aligned with Minnetrista's cultural values and visitor-centric focus. The incumbent ensures effective working relationships by cultivating and maintaining professional credibility with all staff, administration, and volunteers. The individual demonstrates maturity, sound judgment, positive attitude, and works collaboratively with peers and colleagues throughout the organization and community.
KEY RESPONSIBILITIES:
Minnetrista's culture is team-oriented and collaborative. To that end, all position responsibilities include the following three performance expectations & priorities:
- Achieve the organization's purpose by demonstrating Minnetrista's vision, values, mission, goals, and strategies daily
- Help others achieve the organization's purpose through collaboration and teamwork
- Carry out job function through completing the following essential duties directly
JOB DUTIES:
- Coordinate event logistics and facility rentals for private and organizational special events (external and internal clients).
- Manage event setup and teardown processes, including liaising with external vendors for arrivals, drop offs, and clean up.
- Process event documentation and contracts for private event rentals.
- Handle rental client communications and follow-up.
- Coordinate between clients and the Hospitality team for food service needs.
- Multi-task and display a strong sense of purpose and professionalism during events to set the pace for all event staff present and to ensure all needs of each event are met with efficiency and expediency.
- Maintain event scheduling system and space management; be mindful of balancing internal and private event needs.
- Support signature event execution, up to and including serving as part of catering staff when necessary.
- Process administrative paperwork and reports, follow SOPs for event progression as outlined by the Hospitality Manager.
- Maintain professional standards during all interactions with clients and the public in general when representing Minnetrista on and off property.
- Ensure consistent communication with all parties involved so each requirement is met (i.e. rentals coordination, catering, bartending, planner collaboration).
- Assist with inventory management of event supplies, including linen, tents, china, glassware, and furniture rentals when needed.
- Work with Hospitality Manager to support marketing initiatives for the rental of Minnetrista spaces.
- Track event metrics and satisfaction data with a measure for month over month and year over year comparisons.
- Assist Hospitality Manager with budget tracking for events.
- Assist Hospitality Manager with establishing and maintaining vendor relationships.
- Assist with fostering new clients to procure new rental engagements.
- Demonstrate proficiency with technology including Microsoft Office Suite and Altru (Blackbaud) or similar CRM system, among others.
- Perform all other duties required.
WORK ENVIRONMENT: This position will be scheduled for up to 29 hours a week on average. A successful candidate will demonstrate significant work hour flexibility as it will vary and include daytime hours with evenings and weekends depending on the event calendar. Position will work in a combined office and event space environment. Must lift 50 lbs. and traverse 40-acre campus. Position requires extended periods of standing during events.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Minnetrista values diversity and inclusivity and is an Equal Opportunity Employer.
Revised 4/2025
