Toledo Museum of Art Toledo, OH, USA
Sep 05, 2019Full time
Toledo, OH Job Title: Internal Events Coordinator Department: Special Events Reports to: Manager of Special Events and Food Services FLSA Status: Exempt Job Status: Full-time 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. SUMMARY Communicates with internal customers to ascertain a full understanding of the vision and goal of internal events. Works with various internal and external constituents to plan and execute events. With a focus on customer service and attention to detail, provides clients with any combination of event services necessary. This includes location and vendor referrals, event planning and coordination of event activities. Monitors and maintains the Event Management System (EMS) for all internal and external events. KEY ACCOUNTABILITIES Coordinates customized events and activities for internal customers. 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 plan, creating diagram, and working with facilities to ensure proper event set up Submitting security requests and audio/visual technology orders Arranging floral decorations, scheduling catering delivery, and inspecting event facilities prior to event Monitors expenses and ensures compliance with the budget 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. Functions as the gatekeeper of all Museum events by reviewing the Museum schedule and monitoring all proposed and reserved internal and external events, programming, exhibitions, etc., in the Event Management System (EMS) 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. RELATIONSHIPS Reports directly to the Manager of Special Events and Food Services. Works cross-functionally with other Museum areas, providing special events expertise as required. Works closely with Development, Programming, Facilities, and Protective Services. SPECIALIZED KNOWLEDGE, COMPETENCIES, AND ABILITIES Bachelor’s degree or equivalent combination of education and experience. Two 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. Excellent organizational skills with a high level of attention to detail Availability to work evenings, weekends, and holidays for successful execution of some events. Technical – Has basic Word and Excel skills. Accurate recordkeeping and report generation employing a database. Communication – Has excellent interpersonal and communication skills, with ability to work in a team-oriented environment. Customer Focus – 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. Planning and Organizing – Prioritizes tasks by actively seeking information to understand customers’ circumstances, problems, expectations, and needs. Schedules tasks by allocating appropriate amounts of time for completing own and others’ work; avoiding scheduling conflicts; developing timelines and milestones. Work Management – Understands the urgency of deadlines and effectively complete time-sensitive tasks. Identifies more critical and less critical activities and tasks; adjusts priorities when appropriate. Adaptability – Maintains effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT Standard open office work environment shared with co-workers, with related phone, computer and printer noise. 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 may include some evenings and weekends as necessary. 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 work place. The Toledo Museum of Art is an equal opportunity employer.