What are the responsibilities and job description for the Events Coordinator position at Thomas Jefferson Foundation, Inc.?
About the Thomas Jefferson Foundation
The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.
Events Coordinator
Purpose: to provide event planning and project management support for the Events Department at Monticello. The Events Department executes approximately 125-140 events and programs a year, ranging from public programs, invitation-only events, private event rentals and large-scale Signature events, with guest counts ranging from 10-2,000 . Each event should be flawlessly executed at a level consistent with the Monticello mission and brand. Many events host high caliber attendees, and these events require coordination with particular attention to detail and quality.
We will look to you to:
- Manage a portfolio of assigned events. The Events Department executes approximately 125-140 events and programs a year, ranging from public programs, invitation-only events, and private event rentals, both on and offsite.
- Lead the management of event tasks and projects for assigned events and programs:
- Create proposals and contracts.
- Create, print and distribute invitations, printed programs, quote cards, menu cards, etc.
- Manage the content, design and printing for other event collateral, such as place cards, escort cards, menu cards, programs and name tags.
- Assist in coordinating with speakers, creating itineraries and booking travel/lodging.
- Create operational documents, including operations plans, layouts, working with other internal departments in support of the event, and creating and maintaining all supporting documents and planning tools.
- Process vendor invoices.
- Private Events Management:
- Receive and respond to event inquiries for private event rentals at various Monticello venue spaces.
- Lead the sales process, including creating proposals and conducting site visits for potential customers.
- Assist the Special Events Manager and Director of Events with business development plans for private event rentals.
- Provide onsite support for private events on behalf of the venue space.
- Coordinate with exclusive onsite food service provider on event set-up details and other needs.
- Communicate internally across Monticello departments.
- Work interdepartmentally as needed, carefully identifying any areas of conflict and ensuring collaboration. Communicate with other departments on the planning for events, particularly those with Foundation wide reach. This includes but is not limited to Facilities, Gardens and Grounds, Marketing, Development, President’s Office, Human Resources and Security.
- Acts as the main point of contact for vendor set-ups and installations/strikes for large, Foundation-wide events.
- Act as the point of contact for citizens for July 4th pre-event communications, including managing the phone and email line, and sending pre-approved communications.
Knowledge, Skills, and Abilities:
- Proficiency with Microsoft Office Suite including Excel.
- Ability to manage multiple projects at any given time.
- Skills, experience, and knowledge in cash handling, deposits, internal control practices.
- Knowledge of Thomas Jefferson and Monticello.
- Knowledge of basic phone etiquette and customer service techniques.
- Ability to work with VIP clients.
- Excellent organizational skills and ability to maintain clear and concise records.
- Ability to operate the and serves as an administrator of the BriteBiz system.
Physical Demands and Work Considerations:
Must be able lift to 40 lbs. with or without assistance. Occasional evenings, weekends, and holidays may be required for assistance with major events, particularly during spring and fall.
Many events are outdoors, and the employee may be subject to weather such as rain, cold, and high temperatures. Monticello is located on a mountaintop and walking on steep inclines and uneven ground is necessary.
Many events are outdoors, and the employee may be subject to weather such as rain, cold, and high temperatures. Monticello is located on a mountaintop and walking on steep inclines and uneven ground is necessary.
We provide the following benefits for our full-time employees:
- Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
- Fitness club membership discount.
- Discount in the Monticello Café, gift shop, and Monticello online catalog.
- Employee Assistance Program (EAP) – free for employee and dependents.
- $500 employee referral bonus.
- Exciting quarterly social events for all employees.
If you believe this opportunity is the right fit for you, we encourage you to apply!
