Events Coordinator

Events Coordinator

MoMath seeks an entrepreneurial individual focused on customer service and fundraising as an Events Coordinator to grow the Museum’s events business. The Events Coordinator is the first point of contact for potential clients/vendors and provides full customer service and administrative support related to venue sales and events. The primary goal of the Events Coordinator is to ensure all events in the Museum, particularly private events, meet and exceed expectations of excellence.

This role can be part-time or full-time.

Responsibilities include but are not limited to:

• Conduct research using a targeted focus to identify and cultivate potential clients.
• Actively market the Museum space for events, working both directly and in collaboration with the communications team.
• Build and maintain relationships with event planners, caterers, and vendors to promote events at the Museum.
• Respond to general inquiries and provide specific information about the Museum to prospective and current clients, including availability, features, restrictions, and contract terms.
• Arrange and conduct tours of the venue for prospective clients and provide thorough follow-up to close event sales.
• Manage and maintain an accurate rental calendar to avoid or mediate scheduling conflicts.
• Oversee the planning and logistical needs related to the production of events, including meeting with clients and caterers on site as needed.
• Work closely with the finance team to maintain and update client event files, ensure accurate and timely invoicing according to contract terms, track accounts receivable and follow up on past due accounts, and monitor the events revenue and expense budget.
• Collect and maintain needed documentation from customers and vendors, including licenses, certificates of insurance, hold harmless agreements, and any/all other required paperwork.
• Work closely with clients to schedule their activities, discuss and arrange for audiovisual needs, coordinate catering and vendor schedules, and arrange to have the area equipped as requested.
• Coordinate staffing, set-up, access, and cleaning with floor managers.
• Coordinate load-in/load-out with vendors and internal staff.
• Communicate with the floor manager, floor staff, technology team, and any other internal staff as needed to ensure events are executed at a high level of excellence.
• Be available in person during events to handle issues that may arise.

Qualifications:

• 1+ years of work experience in event sales and planning, preferably for a not-for-profit.
• Ability to approach all events through a customer service and fundraising lens.
• Excellent written and verbal communication skills with a broad range of constituents.
• Keen attention to detail in all aspects of the job.
• Strong organizational skills and the ability to manage many projects at the same time.
• Experience providing white-glove-level service if/as needed.
• Proven record of applying excellent judgment in executing responsibilities.
• Demonstrated organizational skill with contracts, invoices, and other paperwork.
• Efficient administrative skills; familiar with budgets, scheduling, and databases.
• Ability to work individually or on a team.
• Ability to adapt quickly to changes and troubleshoot when necessary to accomplish goals.
• Familiarity with the event industry (New York City preferred).
• Flexibility in scheduling, including evenings and weekends, and sometimes on short notice.
• Bachelor’s degree or higher required.
• A positive, can-do attitude is a must.