Event Coordinator

Event Coordinator National Railroad Museum - 3.5 Green Bay, WI Job Details Full-time $55,000 - $57,000 a year 1 day ago Benefits Health insurance Dental insurance 401(k) Paid time off Parental leave Employee assistance program Vision insurance 401(k) matching Employee discount Flexible schedule Life insurance Qualifications Vendor relationship building Guest relations Financial analysis Driver's License Communications Business Administration Business Associate's degree Full Job Description Job Summary 50% desk work and 50% event execution, the Events Coordinator oversees and executes all aspects of the of the Museum's private rental and public fundraising events; sells event space to businesses, organizations and private individuals; organizes event logistics and scheduling across departments; works with events team for operation, set-up and take-down of events; develops, coordinates, and operate Museum fundraising events; assists CEO, CFO, membership and other departments with hospitality tasks. Successful candidates will be detail oriented, organized, self-motivated and energetic, have a positive mindset and enjoys working with a variety of different types of people.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned as required. Schedules and coordinates the details of private rental events including birthday parties, weddings, business events, family parties, and meetings. Works with patrons to complete rental lease agreements and all associated paperwork. Invoice, collect and record rental space fees, and any additional fees incurred during event. Provides tours of the rental facilities. Develop sales materials with the assistance of the marketing and communications director and the graphic designer. Develop and execute on and off-site sales plans to increase event sales on a yearly basis. Develops relationships with vendors and seeks new ones to better serve the needs of the Museum. Maintains preferred caterers list, royalty agreement, and timely collection of royalties. Develops and/or updates events paperwork and policies under the oversight of the CEO. Develops plans, oversees and helps conduct event set-up /operations/clean up logistics in cooperation with museum operations staff. Oversees training, scheduling and facilitates the work of event assistants, interns and volunteers. Works closely with the marketing and communications director to generate marketing and promotion for private and public events events. Attends wedding and other event tradeshows to promote the Museum facilities and special events. Develops and maintains accurate sales analytics. Coordinates and assists with planning of public Museum events and programs. Maintains stock, cleanliness, and functionality of events equipment including chairs, tables (all types), linens, pipe and drape, projection screen, projector, audio equipment, etc. Contract with appropriate vendors for chairs, tents, security, etc. as needed. Ensures Museum staff, lessees, and all vendors contracted by the Museum and lessee follow Museum policy and procedure. Follow up with lessees after events to obtain feedback, provide invoices for costs incurred during the event, arrange the return of any stored items, and close the account. Develops annual events department budget. Assists the CEO, CFO, membership coordinator and other departments with hospitality tasks related to department and fundraising events. Oversees the physical coordination of the Festival of Trees event, including event logistics, coordination with area businesses, set-up, etc. Oversees development, coordination of all aspects and operates major fundraising events such as Great Bunny Train, Paw Patrol (or another summer event), Rails and Ales, and the Great Pumpkin Train. Provides assistance to the set-up and works all dates of Polar Express; works assigned dates for Terror on the Fox; Conducts the train as required. Provides relevant reports to Board of Directors, sub-committees and CEO. Participates in regular Museum committee meetings as requested. Acts as Manage on Duty an average of one weekend date per month in addition to regular weekend event work. Other duties as assigned.

NECESSARY SKILLS

The skills described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions . Ability to understand and analyze written and financial information. Demonstrate tact and hold a professional demeanor during stressful or sensitive conversations. Practices flexible thinking with the ability to problem solve, change plans and act quickly. Speak in a cheerful, respectful manner to guests. Holds a positive mind-set. Strong communication skills; provides information early, fully, and to all parties that need the information. Trustworthy and open Acts with integrity; speaks with honesty. Sets boundaries with patrons and vendors to protect Museum and staff. Keep accurate information that is consistent across all documents. Works well with others and individually. Remain focused when distractions arise. Takes initiative and responsibility for personal success; stays ahead of deadlines. Willing to help others outside of the department for the overall smooth functioning of the Museum. Arrives to work on time and is ready for event to start before the guests arrive.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to work weekends, evenings and occasional early mornings to operate public and private events. Must be able to climb a six-foot ladder. Ability to lift 50 pounds with the assistance of another person, and comfortable lifting tables and chairs. Frequent standing, walking and sitting; occasional driving. Must be capable of using hands for repetitive single grasping, fine manipulation and pushing and pulling. Must be able to travel between various locations on a variety of terrains on the Museum grounds and buildings throughout all types of weather in all seasons of the year. Ability to communicate orally in a clear manner. Ability to distinguish sounds at various frequencies and volumes. Ability to distinguish people or objects at varied distances under a variety of light conditions. Ability to withstand temperature changes in the work environment. Ability to distinguish shades of color. Must be able to work non-standard hours, including holidays, nights, weekends and/or early morning.

EDUCATION/EXPERIENCE

Associates Degree in Marketing, Communications, or Business Administration required minimum education; or 3 years experience in a relevant position with a measurable track record of success.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver's license

EQUIPMENT PROFICIENCY

Computer proficient with Microsoft Office products. Copy machine Digital camera This description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

Pay:

$55,000.00 - $57,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible schedule Health insurance Life insurance Paid time off Parental leave Vision insurance

Work Location:

In person