Coordinator, Special Events

Lucas Museum of Narrative Art•Los Angeles, CA

1d•$23 - $29

About The Position

The Lucas Museum of Narrative Art is seeking a highly organized Coordinator, Special Events, reporting to the Director, Special Events. The Coordinator manages the Special Events departmental email inbox and initial inquiries, independently coordinates assigned small internal events and activities from intake through completion, and provides administrative, logistical, and onsite support for larger institutional events and external rentals under the direction of the Director and assigned Event Managers. The Coordinator works collaboratively across Museum departments while maintaining high standards of hospitality, responsiveness, and operational excellence. The role owns the departmental inbox, initial inquiry response and handoff, and assigned small internal events. For larger events and external rentals, the Coordinator works in a supporting capacity; the Director and Event Managers retain responsibility for planning, client relationships, production, and execution. The Museum is dedicated to illustrated storytelling and is located in Exposition Park, Los Angeles, on an 11-acre campus. Its 300,000-square-foot building includes galleries, two theaters, a library, restaurant, café, retail store, and community spaces.

Requirements

1–3 years of event coordination experience.
Well-versed in project coordination skills, including planning, scheduling, and vendor relationships.
Highly developed interpersonal skills and ability to relate to diverse internal and external audiences.
Strong partnership and collaborative style, with outstanding written, verbal, and presentation communication skills.
Self-motivated and experienced in multitasking.
Hands-on approach with attention to detail, organization, reliability, and a get-it-done attitude.
Innovative and proactive.
Comfortable in transitional situations involving rapid change and ambiguity.
Excellent judgment and creative problem-solving skills; able to operate efficiently according to priorities.
Capacity and organizational ability to excel in a fast-paced, diverse, multitasked environment.
Ability to stand and walk for extended periods, up to 8 hours per shift; move throughout Museum locations; and maintain an active, visible presence while providing guest service.
Ability to work in a high-volume, public-facing environment with large groups while maintaining professionalism, situational awareness, and composure.
Ability to frequently bend, reach, stoop, kneel, crouch, and climb stairs as needed.
Ability to occasionally lift, carry, push, and pull items weighing up to 25 pounds.
Ability to communicate clearly with guests and colleagues in person, by telephone, and over two-way radio.
Ability to work indoors and outdoors in varying environmental conditions and remain aware of guest activity and surrounding conditions.

Nice To Haves

Bachelor’s degree in Hospitality, Business Administration, Marketing, or a related field preferred.
Event coordination experience within a museum, cultural institution, hospitality, or venue environment preferred.
Pride in excellence and initiative to pursue continuous improvement and learning.

Responsibilities

Manage and organize the Special Events departmental email inbox, respond promptly to general requests, track correspondence, and direct messages appropriately.
Serve as the initial contact for departmental inquiries, gather basic event details, record inquiries in the designated system, and promptly hand off qualified external inquiries to the assigned Special Events Manager.
Track follow-ups and flag urgent or sensitive matters to the Director, Special Events.
Own assigned small internal events and activities from initial request through planning, execution, and closeout within established guidelines.
Communicate with requesting departments to define event needs and coordinate room setups, furniture, catering, audiovisual support, signage, staffing, and other services.
Develop and distribute event schedules, setup instructions, event memos, and operational communications; coordinate with Facilities, Security, AV/IT, Visitor Services, Hospitality, and other relevant departments.
Manage onsite setup, event execution, breakdown, and post-event follow-up for assigned small internal events; escalate exceptions, major conflicts, and requests requiring approval.
Provide administrative, logistical, and onsite production support for larger institutional events and external rentals under the direction of the Director or assigned Special Events Manager.
Assist with assigned event-day tasks, guest-facing logistics, internal communications, checklists, and logistical information for Museum partners, using materials and direction provided by event leadership.
Provide hands-on support during load-in, setup, guest arrival, event execution, and breakdown for larger events and rentals, without serving as event lead or primary client contact.
Maintain accurate inquiry records, internal event files, inbox correspondence, and assigned event updates in accordance with established procedures.
Prepare meeting notes, internal event checklists, event memos, and routine departmental correspondence as assigned.
Uphold Museum standards, policies, and venue requirements; assist with special event assignments as needed.
Follow departmental systems and procedures established by the Project Manager, Special Events and Operations, and provide practical feedback on day-to-day coordination needs.