Event Coordinator

EASTERN STATE PENITENTIARY HISTORIC SITE INC•Philadelphia, PA

2d•$18 - $19•Onsite

About The Position

Eastern State seeks a highly professional, mission-aligned Event Coordinator to support the day-of execution of public programs, civic education forums, donor convenings, signature special events, and private event rentals. This is a critical, forward-facing facilitation and execution role responsible for delivering consistent, high-quality guest experiences and ensuring adherence to Eastern State’s program standards, safety protocols, and brand and customer service expectations. The Event Coordinator is engaged on an as-needed basis, and must demonstrate exceptional professionalism, composure, and operational precision in high-visibility public settings.

Requirements

Demonstrated experience running events, public programs, performances, conferences, museum programs, and/or civic/community events.
Should be skilled in team management, problem-solving, multitasking and time management with a proven ability to meet deadlines, follow standardized procedures precisely, and remain calm and decisive in dynamic environments with strong customer service skills.
Dependability in adhering to schedules and availability for early mornings, daytime, evenings, weekends, and holidays, with schedules that vary based on the event calendar
Ability to sit or stand for prolonged periods of time.
Ability to use a walkie talkie with an earpiece
Ability to navigate all aspects of the 10- acre site when needed.
Ability to work in outdoor environments, including in the elements and in indoor or covered spaces where temperatures may vary.
Ability to lift up to 50 pounds

Nice To Haves

Experience in museums, historic sites, higher education, civic education, or nonprofit cultural organizations.
Interest in history, museums, criminal justice, justice reform, education, or Eastern State’s mission is a plus.
Familiarity with accessibility best practices and inclusive facilitation.
CPR/First Aid certification.
Bilingual/multilingual

Responsibilities

Act as the day-of Event Coordinator, supporting the Events Manager or leading events in their absence.
Execute run-of-show documents, timelines, and facilitation scripts provided by the Events Manager with precision while ensuring event spaces are fully staged according to approved layouts, including furniture, food and beverage, and signage.
Work seamlessly with clients and internal teams, including event staff, porters, Learning & Engagement, Facilities, Security, and Marketing staff to ensure coordinated execution.
Supervise event staff personnel day-of, assigning tasks, monitoring schedules, ensuring adherence to policies and procedures, and taking corrective action when needed.
Provide professional front-of-house facilitation, including welcoming, orientation, transitions, audience engagement, and closing procedures.
Helps maintain event spaces in a clean and welcoming condition, including general tidying, light cleanup tasks, and assist with set up and break down as needed.
Serve as a visible representative of Eastern State’s brand, mission, and values.
Maintain a welcoming, calm, and authoritative presence with diverse public audiences, speakers, donors, educators, clients, and community partners.
Uphold guest service, accessibility, safety, and inclusion standards at all times.
Support rehearsals, briefings, and training sessions as required.
Enforce program policies, safety protocols, and site rules consistently and professionally.
Support crowd flow, accessibility accommodations, emergency response procedures, and risk-management protocols.
Accurately complete required post-event reports, attendance logs, and incident documentation.
Occasionally serve as the primary on-site authority for events, making key decisions and implementing contingency plans for weather, equipment, or staffing challenges.
Completes event logs and manages inventory reporting