Special Events Senior Coordinator - Crystal Bridges Museum of American Art
The Special Events Senior Coordinator is responsible for supporting the Special Events team with promoting and coordinating private and internal events. This position will serve as Special Event Manager when that role is not available and will supervise all event details and the event team during event execution. Required client interaction includes responding to sales requests and handling inquiries by phone, internet and in person. This position includes contract execution and responding to requests for information. This position will utilize the Event Management System (EMS) database for scheduling and tracking event details and must be able to multi-task in a fast paced environment while projecting a positive professional attitude. Some weekend and evening work will be required. The Special Events Senior Coordinator reports to the Special Events Manager and works in collaboration with Culinary Services, Marketing, Facilities, Education, Advancement, Security, Retail, Finance, Membership and Guest Services.
Principal Responsibilities (Essential Functions)
Design and plan events including private external events and internal Museum events as assigned, working within client’s expectations and budget
Liaison with service providers and vendors to ensure successful events
Facilitate any and all pertinent documentation for private and internal events (Lease Agreements, Banquet Event Orders, third-party rental orders, invoicing and payment processing requests)
Collaborate with Culinary Services, Education, Advancement, Security and Facilities to ensure events run smoothly and are supportive of the overall mission of Crystal Bridges
Coordinate with SE Team and other Museum Departments (Culinary, Special Event, IT, Facilities, etc.) as required for event
Serve as on site coordinator at special events, ensuring that events run smoothly and follow museum guidelines
Train special event coordinators as well as other internal users as needed
Follow up with clients after events have taken place to ensure customer satisfaction and cultivation for future events
Track and report on client progress and event status at team meetings
Assist Manager in the development of department processes and procedures
Serve as Special Events Manager when Manager is absent
Other duties as assigned
Education, Training, and Traits:
Associate’s degree. Bachelor’s degree from an accredited institution of higher education preferred
Minimum five years’ experience in event planning in a hotel, convention center or corporate environment
Working knowledge of food and beverage services is required
Valid Driver’s License
Skills and Abilities:
Highly organized with great attention to detail
Outstanding customer service skills with excellent follow up
Ability to work well with public guests and internal personnel
Experienced Microsoft Word, Excel, and PowerPoint user
Ability to learn and use EMS software
Ability to manage resources and time efficiently
Ability to prioritize multiple projects
Ability to be flexible and resourceful
High level of independent judgement, displaying an ability to understand and maintain the highest levels of confidentiality and discretion
Excellent interpersonal communication and problem solving skills
Believe in the Museum as a cause for social good and a positive, dynamic force for economic growth
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: In the work environments described below, position requires working at desk/workstation and utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others, lifting/carrying (up to 20 pounds). Vision abilities required by the job include close vision. Ability to move efficiently throughout the Museum, outside event spaces, trails, and grounds.
Work Environment: Work will be performed in an office environment and in museum spaces as necessary. The noise level in the work environment is usually low to moderate.
Application and Additional Information
To be considered for this position, please apply through this posting. Applications must be complete and include a resume and cover letter.
No phone calls please.
The successful candidate will be required to pass a routine background and consumer credit check and drug screen.
EQUAL OPPORTUNITY STATEMENT
Crystal Bridges is committed to creating an institution that reflects the diversity of our region and nation. We are especially mindful of those in our community impacted by inequity due to ability, language, class, age, gender, religion, sexuality, race and ethnicity, and are working diligently to address perceived and real barriers that keep anyone from fully experiencing the museum as a guest, volunteer, or employee. To achieve true reform, we must have a diverse, highly qualified team. Crystal Bridges is proud to be an equal opportunity employer, and is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
We actively encourage minority candidates to apply for this position.
Crystal Bridges is a museum of American Art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting and preserving outstanding works that illuminate the American heritage and artistic possibilities.
We are passionate about transforming lives through experiences that encourage the discovery of new ideas, expanded dreams and inspired actions.
As an employee at Crystal Bridges Museum of American Art, you will be empowered to think creatively, ask questions, and make suggestions to help move the institution forward.