Wcma Events Coordinator

Description:

The Events Coordinator reports to the Director of Development and supports all museum staff by planning, organizing, coordinating and running logistics for all events developed internally at WCMA. The position also supports and coordinates logistics for incoming event requests from community and college partners. This position requires collaboration with several staff members across the museum and the college more broadly.

Program and Event Coordination

• Project manage the organization and logistical execution of on- and off-campus events and programs; this includes but is not limited to: all public programs, student-led programs, development programs, Exploring the Arts, academic year and summer internships for undergraduate and graduate students, and WALLS.

• Coordinate logistics and details for staff parties and other work culture events and programs including: year end gatherings, birthday treats, staff farewells, and staff professional development workshops and activities.

• Create and improve upon processes and systems for the successful project management of WCMA events

• Follow and track the budget for each event; manage receipts and pro-card purchases using online software. process invoices and payment to vendors and presenters; process reimbursements and payment for visiting presenters.

• Coordinate travel, accommodations, schedule, and transportation for all visiting presenters. Serve as a dedicated on-site host during the visit.

• Execute all administrative tasks associated with events including guest lists, RSVP tracking, invitations, event registration, decor, gifts, and name tag creation

• Be the public face of the museum during events, answering inquiries and supporting any visitor needs

Qualifications

• Associate’s Degree plus 2 or more years of relevant experience required, or an equivalent combination of education and experience

• Direct experience planning and executing successful events and programs

• High level of organization and attention to detail

• Strong customer service

• Multitasking and time management skills, working on multiple projects simultaneously with many moving parts

• Ability to take initiative, collaborate with various constituents, and work independently

• Familiarity with the Google Suite (most specifically Google Docs, Google Sheets, and Google Drive folders).

• Excellent written, interpersonal and verbal communication skills; ability to communicate with individuals from diverse background

• Drivers license and access to vehicle preferred

• Occasional evening and weekend work, and travel required