Coordinator, Special Events

Lucas Museum of Narrative Art•Los Angeles, CA

15h•Onsite

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 Special Events Managers. The Coordinator works collaboratively across Museum departments while maintaining high standards of hospitality, responsiveness, and operational excellence. The Coordinator owns the departmental inbox, initial inquiry response and handoff, and assigned small internal events. For larger institutional events and external rentals, the role is supporting only; the Director and Event Managers retain responsibility for planning leadership, client relationships, production, and execution.

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 the 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.
Ability to operate efficiently according to priorities and excel in a fast-paced, diverse, multitasked environment.
Ability to stand and walk for extended periods, up to 8 hours per shift, and move throughout Museum locations including galleries, theaters, outdoor spaces, and public areas.
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 and effectively with guests and colleagues in person, by telephone, and over two-way radio.
Ability to work indoors and outdoors in varying environmental conditions and maintain awareness of guest activity and surrounding conditions.

Nice To Haves

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

Responsibilities

Manage the Special Events departmental email inbox, respond promptly to general requests, and keep correspondence organized, tracked, and appropriately routed.
Serve as the first point of contact for departmental inbox inquiries; collect and record preliminary information, including proposed date, event type, estimated guest count, and contact details.
Hand off qualified external event inquiries promptly to the assigned Special Events Manager and flag urgent or sensitive matters to the Director, Special Events.
Coordinate assigned small internal events and activities from initial request through planning, execution, and closeout, serving as the primary day-to-day event owner within established guidelines.
Work with requesting departments to define event needs and coordinate room setups, furniture, catering, audiovisual support, signage, staffing, and other services.
Develop and distribute 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, escalating 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, and hands-on support during load-in, setup, guest arrival, event execution, and breakdown.
Prepare and distribute internal event communications and operational information using materials provided by the Director or assigned Special Events Manager; update assigned internal checklists and relay logistical information as directed.
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; follow departmental systems and procedures established by the Project Manager, Special Events and Operations; provide practical feedback on day-to-day coordination needs.
Assist with special event assignments as needed.