Special Events Coordinator

POSITION OVERVIEW

The Special Event Coordinator oversees the coordination and execution of internal museum events as well as external rentals such as weddings and corporate events. Reporting to the Director of Development, the Special Events Coordinator is responsible for ensuring the smooth operation of internal/external events through logistics management, efficient problem solving, and client-forward management. The Special Events Coordinator assists with volunteer management and is an ambassador for the museum.

ABOUT MOWA

A vital cultural center, educational institution, and expanding network of ideas, the Museum of Wisconsin Art collects and interprets American art through the lens of a single state. Informed by dynamic initiatives and collaborations, the Museum of Wisconsin Art is an innovative forum for contemporary artists, socially relevant exhibitions, lectures by artists and industry experts, and engaging classes and activities for all ages. The museum has two permanent venues—the Mothership in West Bend and MOWA | DTN in downtown Milwaukee’s Saint Kate—The Arts Hotel—as well as two partnering community organizations that create access across the state. MOWA annually welcomes more than 225,000 visitors, making it a destination for the art and artists of our time.

IDEAL QUALIFICATIONS

· 3 years of event planning or event management experience

· Certification or degree in event management, hospitality, or related field preferred

· Strong organizational skills and ability to work independently and as part of a team

· Strong interpersonal communication skills and professional attitude required as well as the ability to problem-solve on the fly and deal with emergency situations

· Interest in art a plus

· Knowledge of and ability to use Microsoft Office programs and virtual meeting apps

INTERNAL EVENT PLANNING & COORDINATION

· Manage or assist in producing MOWA internal events including but not limited to board meetings, exhibition openings, fundraising events, donor preview parties and lunches, and donor events like the Uttech Society Dinner

· Work in tandem with MOWA’s Visitor Engagement Manager in the organization and execution of annual MOWA events like Art & Chalk Fest and BLOOM

· Maintain cleanliness and organization of MOWA’s catering kitchen and event spaces, including management of equipment and supplies

· Purchase food, beverage, and event supplies as needed

· Responsible for the set-up, execution, and breakdown of actual event and equipment in addition to providing onsite support and supervision

· Prepare rental or event spaces by styling tables and/or props appropriate to events and the museum’s brand

· Other duties as assigned

EXTERNAL EVENT PLANNING & COORDINATION

· Manage and oversee external events including but not limited to corporate rentals, group tours, weddings, bridal or baby showers, and photoshoots

· Responsible for the set-up, execution, and breakdown of actual event in addition to providing onsite support and supervision

· Arrange for volunteer or support staff assistance as needed

· Meet and exceed annual rental revenue goal by cultivating and retaining rental clients and through fostering relationships with local vendors, corporations, organizations, community members, and other leads

· Respond to all rental inquires and communicate with clients and vendors in preparation for scheduled events and arrange for third-party rentals of equipment as necessary

· Maintain detailed event and client records and event documents including rental information packets, diagrams, invoices, contracts, permits, and BEOs

· Other duties as assigned

PHYSICAL REQUIREMENTS

· Maintain a stationary standing or sitting position for extended periods

· Able to lift up to 30 pounds

· Manual dexterity necessary to use keyboard/mouse, prepare or complete forms, and handle bills/coins

SCHEDULE | HOURS

Full-time, 40 hours weekly during normal business hours. The position will include after-hours special events and exhibition openings. Occasional weekend/evening work required.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Evening shift
• Monday to Friday
• Morning shift
• Weekends as needed

Experience:

• Event planning: 3 years (Required)

Ability to Commute:

• West Bend, WI 53095 (Required)

Work Location: In person