Coordinator, Events Butterfly House

Missouri Botanical Garden•Chesterfield, MO

3d•Onsite

About The Position

This position is responsible for coordinating private and public events, for the Butterfly House (Chesterfield). Coordinates, plans, promotes, and facilitates public events for family and adult audiences. The Coordinator, Butterfly House Events is responsible for overseeing all administrative and logistical aspects of implementing quality public and private events. Works closely with the Garden’s Events Manager to align processes and streamline resources across the organization. Essential Duties and Responsibilities: Manages all aspects of private events including communicating with clients, giving tours, finalizing contracts, and serving as the “day of coordinator”; Private events include Conservatory weddings, Celebrations, and corporate functions.Manages and provides on-site supervision for public events; develops project plans, maintains event timelines and coordinates delivery of all required event equipment and supplies.Books and negotiates vendor contracts, including musical performers, entertainers, food, and beverage.Designs area layouts, books appropriate spaces, confirms and communicates space layouts and set-up requirements for events with designated team members.Coordinates public events programming with mission related activities in collaboration with other departments.Supports Butterfly House Education with Conservation Events logistics and facilitation, as needed.Collaborates with Marketing & Communications to promote events, including content on Butterfly House social media platforms including Facebook, Instagram, Twitter, etc. ; Prepares descriptive content for use in promotion and wayfinding of events.Create event volunteer opportunities for recruitment; provide on-site support to volunteers during events. Develops training materials for staff and volunteers and conducts training sessions.Maintains accurate records and spreadsheets (i.e. volunteer schedules/contact information; expense/revenue history).Works closely with others in the Visitor Operations division to support Garden signature events and exhibits, as needed.Monitors and physically engages in seasonal display and event set-up/tear-down.Monitors the facilities and equipment; coordinates with appropriate personnel if repairs or adjustments are required.Conducts cross-divisional communication within the Butterfly House to arrange for event support, tours, facility needs, etc.Responsible for accurate record keeping and meeting minutes as needed.Tracks, compiles, and documents event and department expenses.Conducts research needed for success of future events and temporary exhibits. Conducts post event debriefs with staff, vendors, and other necessary stakeholders.Creates and coordinates mailings as necessary.Acts as Manager on Duty, as assigned.Meets expected attendance guidelines.Follows all established policy and procedures, including but not limited to those stated in the Employee Handbook and Safety Protocols.Behave & communicate in a manner that promotes and fosters a culture of teamwork, collaboration and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others. May be required to work weekends, evenings or holidays.Performs other duties as assigned.

Requirements

Minimum of (3) years’ experience in event planning, hospitality sales, or similar industry.
Previous guest relations/customer service and volunteer coordination experience; ability to effectively manage and foster professional working relationships is necessary.
Highly visitor-oriented mindset and experience working with the public required.
Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task.
Demonstrated ability to serve as a media-trained spokesperson; confident in interacting with the media regarding special events.
Solid business acumen and working knowledge of financial operating budget process.
Ability to direct a work group and provide quality guest service within a fast-paced mission based public attraction.
Strong focus on execution in public environment, attention to detail and accuracy.
Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
Demonstrated ability to work collaboratively with internal team members and external organizations, with a focus towards common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
Solid Internet research skills.
Demonstrated ability to create various reports and write business correspondence and procedure manuals.
Scheduling flexibility that allows working weekends, evenings, and holidays is required.
Occasional travel required (local).
Demonstrates highest level of professional and ethical conduct.
Ability to communicate effectively in English (oral and written).
Proficient college math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc. Ability to understand and contribute in developing project budgets.
This position requires the ability to exercise independent judgment in handling unpredictable customer service situations that may arise with visitors, vendors, or coworkers.
Proficient experience using Microsoft Word, Excel and Access (or similar database management program) required; PowerPoint required.
Ability to learn Tessitura CRM system.
Proficiency utilizing or conducting Internet and web-based searches and program applications.
Must be able to obtain and maintain a valid driver’s license.
Must have the ability to pass a background screening and motor vehicle report (MVR) to meet minimum insurance underwriting criteria.
Ability to lift 30-50 lbs.
Requires standing, walking, bending, stooping, and reaching for extended periods of time
Requires speaking and interaction with people.
Ability and willingness to work in varying temperatures and all-weather conditions, in both daylight and evening hours.
Ability to utilize computer keyboard (typing).

Nice To Haves

Large scale public event planning experience a plus.
Familiarity with the Butterfly House and/or Garden is a plus.
Previous event booking/layout software experience.
All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date.
Bachelor’s degree required, preferably in Business, Events Management, Marketing or similar discipline. An equivalent combination of skills, education, and experience may be considered.

Responsibilities

Manages all aspects of private events including communicating with clients, giving tours, finalizing contracts, and serving as the “day of coordinator”
Manages and provides on-site supervision for public events; develops project plans, maintains event timelines and coordinates delivery of all required event equipment and supplies.
Books and negotiates vendor contracts, including musical performers, entertainers, food, and beverage.
Designs area layouts, books appropriate spaces, confirms and communicates space layouts and set-up requirements for events with designated team members.
Coordinates public events programming with mission related activities in collaboration with other departments.
Supports Butterfly House Education with Conservation Events logistics and facilitation, as needed.
Collaborates with Marketing & Communications to promote events, including content on Butterfly House social media platforms including Facebook, Instagram, Twitter, etc.
Prepares descriptive content for use in promotion and wayfinding of events.
Create event volunteer opportunities for recruitment; provide on-site support to volunteers during events.
Develops training materials for staff and volunteers and conducts training sessions.
Maintains accurate records and spreadsheets (i.e. volunteer schedules/contact information; expense/revenue history).
Works closely with others in the Visitor Operations division to support Garden signature events and exhibits, as needed.
Monitors and physically engages in seasonal display and event set-up/tear-down.
Monitors the facilities and equipment; coordinates with appropriate personnel if repairs or adjustments are required.
Conducts cross-divisional communication within the Butterfly House to arrange for event support, tours, facility needs, etc.
Responsible for accurate record keeping and meeting minutes as needed.
Tracks, compiles, and documents event and department expenses.
Conducts research needed for success of future events and temporary exhibits.
Conducts post event debriefs with staff, vendors, and other necessary stakeholders.
Creates and coordinates mailings as necessary.
Acts as Manager on Duty, as assigned.
Meets expected attendance guidelines.
Follows all established policy and procedures, including but not limited to those stated in the Employee Handbook and Safety Protocols.
Behave & communicate in a manner that promotes and fosters a culture of teamwork, collaboration and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
Performs other duties as assigned.