Special Events Coordinator

Job Title:  Special Events Coordinator
Department:  Special Events
Reports to:  Special Events & Office Manager
Job Status:  Full-Time
FLSA Status:  Exempt
Annual Compensation:  $40,000 – $45,000
Please submit applications directly on the Toledo Museum of Art website http://www.toledomuseum.org/jobs.
Since our founding in 1901, the Toledo Museum of Art has earned a global reputation for the quality of our collection, our innovative and extensive education programs, and our architecturally significant campus.
And thanks to the benevolence of its founders, as well as the continued support of its members, TMA remains a privately endowed, non-profit institution and opens its collection to the public, free of charge.
The Special Events Coordinator reports to the Special Events & Office Manager and assists with communication with all customers to ascertain a full understanding of the vision and goal of events. This position works with various internal and external constituents to support, plan, and execute events. With a focus on customer service and attention to detail, the Special Events Coordinator provides clients with any combination of event services necessary to include location and vendor referrals, event planning, and coordination of event activities. This position assists with monitoring and maintaining the event management system, Tripleseat, for internal and external events.
TMA seeks to become the model art museum in the United States for its commitment to quality and its culture of belonging. This vision and the ways in which it is operationalized are established in the Museum’s Strategic Plan as well as its integrated Belonging Plan. All efforts at TMA must explore unique and relevant ways to express these strategic goals and our values of diversity, community, innovation, and trust.
  • Coordinates customized events and activities for all customers including external clients, programs and community outreach. Coordination includes all aspects of event management from the planning stages to final execution and follow-up as necessary by:
    • Creating event schedules and ensuring proper arrangements
    • Designing floor plans, creating diagrams, and working with facilities to ensure proper event set up
    • Submitting security requests and audio/visual technology orders
    • Arranging for floral decorations, scheduling catering delivery, and inspecting event facilities prior to event
    • Monitoring expenses and ensuring budget compliance
    • Maintaining and updating databases regarding event arrangements
    • Handling overall event logistics by providing work direction to volunteers and staff, coordinating vendors, and troubleshooting when necessary
  • Works with Museum partnerships on concerts and events by:
    • Evaluating and selecting vendors and providers of services considering stakeholder requests, objectives, and requirements
    • Corresponding with approved florists, musicians, caterers, and other related vendors
  • Assists with maintenance of all Museum events by reviewing the Museum schedule and monitoring all proposed and reserved internal and external events, programming, exhibitions, etc., in Tripleseat, to maintain fluid and workable use of the facilities and staff
  • Assures the safety of visitors, staff, works of art, and facilities by following and enforcing all related policies and procedures in the planning and execution of events
  • Performs other duties as assigned or required
  • Reports to the Special Events & Office Manager; may take direction from the Manager of Special Events and Food Services.
  • Collaborates with back-of-house staff (Chef, Cooks, etc.) or front-of-house staff (Café & Catering Manager, Servers, Bartenders, etc.)
  • Continuously interacts with the public, Museum members, and staff.
  • Works cross-functionally with all Museum departments, providing special events expertise as required.
  • Bachelor’s degree and 2 years’ experience in special event coordination, to include all phases from planning to execution of small and large-scale events for a variety of clients or high school diploma or GED equivalent and 5+ years’ experience.
  • Ability to maintain a valid driver’s license with a driving record meeting Museum insurability requirement.
  • Ability to pass a background check.
  • Excellent organizational skills with a high level of attention to detail.
  • Availability to work evenings, weekends, and holidays for successful execution of some events.
  • Actively seeks information to understand customers’ circumstances, problems, expectations, and needs. Considers how actions or plans will affect customers; responds quickly to meet customer needs and resolve problems; avoids over commitments.
  • Ability to work in a team-oriented environment with people of diverse ages, abilities, and backgrounds.
  • Ability to handle complex projects and a varied workload, to multi-task, be detail-oriented with outstanding organizational skills and good follow-through.  Understands the urgency of deadlines, and effectively completes time-sensitive tasks.
  • Exceptional verbal and written communication skills.
  • Basic understanding of Microsoft Office 365 applications (Word, Excel, PowerPoint, and Outlook).
  • Basic understanding of event management systems a plus.
  • Professionalism in appearance, punctuality, attitude, and grammar.
  • Acts with integrity and maintains confidentiality in all matters.
  • Proven ability to remain calm under pressure and be adaptable as necessary.
  • Assertive and resourceful; motivated; willing to ask questions and take initiative without direction.
Standard open office work environment shared with co-workers, with related phone, computer and printer noise. Events are held across campus and may occasionally result in exposure to uncomfortable weather conditions. Position requires ability to operate a computer and other office productivity machinery, such as a calculator, copy machine, printer, and phone system; ability to lift 35 pounds and to remain standing or walking for extended periods; hours include some evenings and weekends as necessary.
  • 25 Days of Paid Time Off Annually
  • 6 Paid Holidays Annually
  • 2 Floating Holidays Annually
  • 3 Paid Volunteer Days Annually
  • Birthday Paid Day Off
  • Medical, Dental, & Vision Insurance
  • 403b Retirement Savings Plan
  • Short-Term Disability, Long-Term Disability, Term Life and AD&D Insurance Plans
  • Paid Parental Leave
  • Pet Insurance
  • Employee Assistance Plan
  • Museum Family Membership
  • Employee Discounts in the Museum Store, Café, Studio Art Classes, & More!
The Toledo Museum of Art provides equal opportunity for employment and promotion to all qualified employees and applicants. No person shall be discriminated against in employment on the basis of race, color, religion, gender, age, national origin, marital status, disability, sexual orientation, veteran status or any other status or condition protected by applicable federal or state statutes. The Museum is committed to maintaining an environment in which all employees are treated equitably and given the opportunity to achieve their full potential in the workplace. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at [email protected] or (567)-666-0387.