Events Coordinator Works for:
Associate Director of Visitor Experience Team:
Visitor Experience Status:
This initially will be a 1099 contractor position. Other:
Free museum parking, free museum membership through 2018. How to Apply
Send cover letter, résumé, and three references by email to firstname.lastname@example.org
. Please use the words “Events Coordinator” in the subject line. No calls, please. Applicants selected for interviews will be contacted by the Taft Museum of Art.
The Taft Museum of Art, located in downtown Cincinnati, seeks an Events Coordinator on a contract basis in the short term, with the possibility of the position becoming full-time. This position requires a high-energy, positive, professional, very organized team player who communicates proactively and is attentive to detail. The Taft plays an important role in Cincinnati’s resurgent downtown culture! Enjoy this rare opportunity to work at one of the finest small art museums in the United States. Position Overview
Working with the Associate Director of Visitor Experience, the Events Coordinator aids the Taft Museum of Art in delivering its mission: providing meaningful experiences by connecting people with great art in a historic setting, and out in the community. This is done through the coordination of an assigned portfolio of events from initial planning through to delivery, for both internal and external clients, per the Museum’s standards and contract expectations. Throughout these functions, this position is expected to support the TMA’s mission, vision, core values, and keep the safety of the historic house and collections foremost. This contractor position requires weekday evening and weekend day/evening hours, as he/she is required to be onsite for the duration of each event. Core Responsibilities Museum-Sponsored Events
- Assists Museum staff or auxiliary group members with all facets of special events in support of the Museum's mission, including creating and communicating menus to the designated caterer; creation and oversight of work orders and site preparation; and management of the event schedule/logistics.
- Completes administrative duties as related to Museum-sponsored events, including maintaining special event calendar/schedule; developing and maintaining budgets; and attending event planning meetings as necessary.
- Remains on-site for duration of events to ensure Museum rental policies and procedures (including safety and those pertaining to the house/collections) are followed and standards maintained. Private Rental Program
- Assists customers in creating bids for a range of corporate events, social events, and weddings per standards agreed upon with the Associate Director.
- Assists in the year-round marketing and contracting of the private rental program, including meeting and negotiating contracts with prospective clients, providing tours of the facility, and reviewing the Museum's rental policies.
- Assists the Associate Director in the administration of private rental program departmental budgets (creation, projection, monthly reconciliation) and ensures completion of all caterers' commissions, vendor invoices, and client payments.
- Communicates rentals schedule to other departments, including the President’s office, Development, Finance, and Security, and post events on the Museum's electronic schedule.
- Remains on-site for duration of events to ensure Museum rental policies and procedures (including safety and those pertaining to the house/collections) are followed and standards maintained. Museum Liaison to Vendors (including rental companies, caterers, valet)
- Confirms receipt of proper current contracts, licensing, insurance, and/or permits from all vendors.
- Ensures event vendors and service employees are trained/certified in accordance with local and state regulations and Museum guidelines (TIPS/alcohol awareness, safety guidelines, life-safety training, etc.).
- Solicits in-kind contributions and services as appropriate. Other Duties
- Assists Museum staff with maintenance, cleanliness, and order of terraced garden area and shared support areas including kitchen, break room, and walk-in cooler areas.
- Assists Museum staff and vendors with scheduling of maintenance and event /facility cleaning needs throughout the year.
- Inventory control of existing equipment, including linens, service ware, paper goods and plastics, tables and chairs; arranges rentals as needed.
- Assists the Associate Director and Chief of Security in the administration of the work order process. Communicates proactively to all key stakeholders. Coordinates scheduling, set-up, deliveries, and breakdown/cleanup with security vendors and trained service staff. Acts as secretary at the weekly operations meeting.
- Special projects as assigned by the Associate Director of Visitor Experience. Required Competencies (Skills)
- Alignment with Organizational Mission, Goals and Core Values: Understands and embraces the Museum mission and goals. Models, reflects, and reinforces core values of respect, integrity, excellence, creativity, and collaboration.
- Communication and Collaboration: Is personable and possesses excellent communication skills, both verbal and written. Highly effective in collaborating across the Museum.
- Initiative and Priority Setting: Detail-oriented, with multitasking and organizational skills. Able to successfully navigate a range of conflicting demands on a daily basis and deal with the ambiguity sometimes created by event clients.
- Professionalism and Results Orientation: Highly motivated, professional, creative, articulate, goal-oriented, and possessing the ability to work both independently and collaboratively. Must enjoy working within a small, entrepreneurial environment that is mission-driven and community-oriented.
- Technical Expertise: Strong organizational skills that reflect the ability to prioritize and perform multiple tasks seamlessly with excellent attention to detail. Experience with Microsoft Office programs, to include Excel, PowerPoint, and Word. In addition, this candidate must oversee events for extended periods of time and react quickly to tense situations and emergency situations. Required Education and Experience
- Undergraduate degree plus at least one year of relevant experience; OR an associate’s degree plus at least two years of relevant experience; OR more than three years of relevant experience.
- Strong numeracy, literacy, and verbal communication skills gained through formal education or significant work experience.
- Experience in planning complex events requiring strong project management skills.
- Demonstrated success in the operational execution of events, including communicating with the public, dealing with difficult situations, and overseeing issues involving safety and security of the public or building facilities. About the Taft
The Taft Museum of Art, which opened in 1932, is one of the finest small art museums in the United States. Located in downtown Cincinnati, the Museum is part of a resurgent downtown culture. A founder-based museum, the Taft presents the collections of Charles and Anna Taft, noted Gilded Age collectors. The holdings consist of European old master and 19th-century paintings; 19th-century American paintings and sculpture; European decorative arts, with strength in French Renaissance enamels, Italian maiolica, and watches; and American Federal-period furniture. Works from the small, exquisite collection are lent selectively to leading international museums. The facility comprises a historic house (built c. 1820) that is on the National Historic Register and a modern wing completed in 2004.
Equal Employment Opportunity has been, and will continue to be, a fundamental principle at The Taft Museum of Art, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, national origin, age, marital status, alienage or citizenship status, sexual orientation, disability, pregnancy, military status, creed, genetic predisposition or carrier status or any other protected characteristic as established by law. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, training, placement, compensation, promotion, discipline, and termination. This description shall not be construed as a contract of any sort for a specific period of employment.