Development Special Events Senior Coordinator

Title: Development Special Events Senior Coordinator
Reports To: Senior Development Officer, Special Events
Pay Type: Full-Time, Regular, Non-Exempt, 35 hrs/week
Salary: Commensurate with Experience and Education
Benefits: Group Medical and Dental Insurance, Life and Long Term Disability, Insurance, Retirement Plan, Flexible Spending Plans, Paid Time Off, Reserve Time Off, Holiday Pay, Museum Membership and Discounts
Work Schedule: Monday - Friday, 9am - 5pm, some nights and weekends
Work Location: Montrose building, a non-smoking facility

• The Development Special Events Senior Coordinator serves as invaluable support to the Development Special Events team that executes over 40 events a year. This position works at the direction of the Senior Development Office, Special Events.
• Lead in the planning, administration, and implementation of donor related events for the museum in different areas of donor related events:
  • Leadership Circle
  • Planned Giving
  • Exhibition Openings
• Assist, as assigned, on other donor related events for the museum including Fundraising Events and VIP Rental Events, Patron Group Events
• Interfaces directly with the Senior Development Officer on a consistent basis to ensure that events are planned according to Museum protocol
• Responsible for working with other key departments to plan and execute all facets of these special events, and to ensure smooth functioning of events from inception to completion
• Specific event planning responsibilities will include any or all of the following items, depending on the event:
  • Coordinate with Development Officers on planning various donor related events, including date planning, booking spaces, suggesting event content, etc.
  • Research, coordinate, report on, and execute all elements of catering, entertainment, event logistics, event run of show, guest lists, check-in, audio-visual needs, lighting, favors, programs, remarks, in-house bar packages, and photographer
  • Create and update event documents such as timeline, BEO and diagrams
  • Compile guest and invitation lists from multiple sources
  • Assist, as needed, with initiating graphics requests / coordinating the design, production, and distribution of invitations on a timely basis
  • Coordinate and manage the flow of the event and the guest experience
  • Prepare documents for meetings with internal departments, vendors, etc.
  • Provide on-site customer service and support for front-line staff at the event
  • Record and track RSVPs as needed
  • Communicate with donors with the utmost of tact and diplomacy
  • Actively work with key museum departments to smoothly plan and execute all facets of events, including submitting internal event paperwork and keeping lines of communication open between relevant departments and vendors
  • Process purchase orders, update budget documents, and make budget projections
  • Field event questions and phone calls as needed
  • Actively participate in meetings with vendors and internal museum departments
  • Coordinate "behind the scenes" activities during the event: observe and assist with guest arrival process, adjust seating/tables and troubleshoot as necessary, coordinate with caterer and beverage staff, assure event flows smoothly and runs on time
  • On-site for load-in and load-out of vendors at events
  • Communicate with internal departments during events as needed, including Security, Engineering & Facilities, Housekeeping, etc.
  • Provide on-site support for vendors and donors during the event
  • Maintain donor relationships, before, during, and after event
  • General office assistance including fielding phone calls and miscellaneous errand running, as needed

Skills, Knowledge and Abilities:

• Meticulous attention to detail and follow-through with strong organizational skills.
• Must be highly motivated.
• Must be able to work independently but also within a close team environment.
• Must have a high degree of creativity.
• Must be flexible.
• Experience with software systems ideal (D365, Event Management System, Cvent Social Tables).
• Commitment to routinely go above and beyond expectations.
• Sound judgment and decision making.
• Strong project management skills.
• Must be able to work nights and weekends, as needed.
• Word processing skills (Microsoft Word/Excel/Outlook/Teams).
• Strong verbal and written communications skills.
• Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.
• Must be able to take responsibility for projects, meet frequent deadlines, assess and set priorities, multi-tasking work with minimum supervision.

Education and Experience:

• Bachelor's Degree required.
• Experience in Excel is preferred.
• Five or more years in event planning and implementation, with experience in fundraising preferred.
• Proven track record in special events planning and implementation and/or project management.
• Experience working in an office environment required.

Equal Opportunities for All
At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.
Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.
Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.
The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: