Event Coordinator

This is a full-time position responsible for the detailing, coordination, and operation of museum-hosted events and facility rental events. The Events Coordinator provides support for the coordination of Museum events while ensuring the Museum’s Policies and Procedures are adhered to during set-up, breakdown, and event execution. The Coordinator should be proactive and positive with contributions towards a high-performance and cohesive culture through customer advocacy, communication and team participation. The Coordinator is responsible for excellent customer service and ensuring guests’ satisfaction. The Coordinator works closely with the Sales and Event’s teams, Facilities, Guests Services and Catering Partners to ensure preparations are complete. The Coordinator will perform site visits and support the event sales effort. This position exists to provide support to the Events Department and Event Manager(s) in order to ensure excellent customer service and maintain effective administrative assistance.

Essential Duties & Responsibilities:

• Ability to commit to and consistently work a flexible work schedule. Hours will vary and will include mornings, evenings, weekends and some holidays

• Assist the Event Managers with the event planning process and implementation of internal and external events

• Assist in the management of Event Staff schedules

• Work in conjunction with Facilities, Catering and other internal teams to coordinate event details and other needs for set-up, such as tables, chairs, dance floor, signage and lighting

• Secure appropriate janitorial, security and parking needs for each event

• Work to maintain the highest quality standard for all events

• Maintain an excellent working relationship with the Museum’s Catering partners, Events team and outside vendors

• Co-manage the master calendar for all facility reservations

• Assist with the implementation of birthday parties

• Coordinate and oversee birthday parties

• Assist with the planning of annual fundraiser and other museum-hosted events

• Ability to work with outside vendors to ensure client satisfaction for all events

• Assist in ensuring that all policies, procedures and guidelines are followed by vendors/clients

• Responsible for administrative duties which are necessary to support the Sales department

• Responsible for working with clients to coordinate final details for events

• Responsible for performing sales site visits to promote future event sales when needed

• Answer guest calls and emails promptly and return all messages within the business day

• Trained in Perot Museum of Nature and Science protocols and visitor experience expectations

• An understanding of all rules and requirements of the Museum, including those in the Policies & Procedures agreement, and the ordinances and statutes of Dallas County, the City of Dallas or any other governmental body, and all other laws, codes, ordinances, rules and regulations governing the Museum

• Comply with attendance rules and be available to work on a regular basis

• Other duties as assigned by the Event Manager and/or the Director of Operations and Events

Supervisory Responsibilities - No

Qualifications

Qualifications:

• A Bachelor’s Degree; or at least three years’ experience in event coordination or in a role with related administrative duties can be substituted for the four-year degree

• Excellent organizational skills, outstanding interpersonal skills and the proven ability to interact successfully with staff at all levels of the Museum

• Ability to effectively communicate at a professional level in both oral and written forms

• Ability to establish and maintain effective working relationships with individuals and groups within and outside of the Museum

• Proficient in Microsoft Outlook - email and calendar functions; Microsoft Word - write letters; update, save and email documents; Microsoft Excel - create and maintain basic Excel worksheets; Microsoft Visio - create event floor plans

Essential Physical Requirement:

The physical demands described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to:

• • Remain calm and poised in assisting in all guest services-related matters

  • Stand for up to extended periods of time

  • Use hands to touch, handle, or feel

  • Reach with hands and arms

  • Walk, talk, and hear

• While performing the essential functions of this job, the employee must occasionally:

  • Lift and/or move up to 25 pounds

• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.