Special Events Coordinator - Museums

General Overview of Position:

Under the supervision of the Director or their designee, coordinates the facility rental division of Kenosha Public Museums. Responsible for all aspects of the facility rentals, including but not limited to responding to inquiries, securing bookings, following up and answering questions throughout the process, and coordinating details with all involved parties. Completes related administrative tasks; serves in the capacity of Museums Staff in Charge as assigned; participates in and supports Museums strategic planning and interdepartmental work teams; and performs related work as required. Work is reviewed through conferences and written reports for adherence to established goals, objectives, policies, procedures, and guidelines. 

Example of Duties & Responsibilities:

• Responds to and follows up on facility rental inquiries through email, phone calls, and in-person meetings.

• Conducts venue tours and secures bookings to reach revenue goals.

• Works closely with the Museum facilities department for event set up, and coordinates external vendor drop off, set up, and tear down.

• Acts as the on-site point of contact during rental events and resolves any issues that arise during events.

• Maintains Museum online event venue profiles, including The Knot, Wedding Wire and Eventective, and works with marketing staff to create and post any additional collateral.

• Accurately updates facility use forms and event calendars.

• Generates invoices and follows up with clients to ensure timely payments.

• Assists clients with audio/visual equipment and coffee service.

• Provides exemplary customer service to clients, vendors, visitors and co-workers.

• Manages facility rental revenue and expense budgets.

• Researches and analyzes competitor pricing, and makes recommendations for changes.

• Verifies contracts and agreements, and prepares written and oral reports.

• Collaborates with other departments for room use, as well as on special projects and Museum events.

• Performs staff-in-charge responsibilities as required and serves on the museum's operations team.

• Works irregular hours, with a general schedule of Tuesday-Saturday.

• Performs other duties as assigned.

Training and Experience:

• High school diploma or GED required.
• Bachelor's degree in Hospitality, Communication, Business or similar preferred.
• Three years of experience with event planning; or any equivalent combination of experience and training, which provides the required knowledge, skills and abilities.
• Must be able to work weekends and evenings.  The general schedule is Tuesday through Saturday, with the flexibility to meet event needs.

Knowledge, Skills and Abilities:

• Considerable skill in coordinating and organizing events and programs;
• Considerable skill in establishing and maintaining effective working relationships with staff, business leaders, government officials, community organizations, and the general public;
• Considerable skill in oral and written communication;
• Ability to plan, organize and execute assignments;
• Ability to work independently of close supervision;
• Initiative, attention to detail, tact, courtesy, good judgment and thoroughness.
• Ability to handle reasonably necessary stress.
• Strong skills in written and oral communication.