Event Coordinator

NORTON MUSEUM OF ART INC•West Palm Beach, FL

10h•Onsite

About The Position

The Event Coordinator supports the Event Services program at the Norton Museum of Art, coordinating event rental staff and external vendors to deliver exceptional service experience for clients and donors. This role is responsible for planning the day-of venue coordination and execution for both external and internal donor events. The Event Coordinator reports to the Director of Event Services.

Requirements

One or more years event/catering management experience.
BA/ BS required.
Ability to work weekends, morning, evening, and holiday hours.
Proficient in Microsoft Office.
Excellent written and verbal communications skills a must.
Must be able to adhere to deadlines, manage multiple projects and handle confidential information appropriately.
Attention to detail and accuracy required
The person in this position must be able move about inside and outside the office, stand for long periods of time (up to at least 4 hours), ability to access and operate computer and other office equipment; and ability to lift, move or carry up to twenty- five (25) pounds.
At the time of employment, employees are expected to be located within reasonable commuting distance of the museum. Commuting Distance means they are located in South Florida, and able to commute to and from the Museum in a single day.

Nice To Haves

Museum or cultural institution experience preferred, but not required.
Experience working with Altru or CRM/ EMS database is a plus.
Canva experience preferred.

Responsibilities

Work directly with (assigned) Event Services clients to obtain all event information for creating, coordinating, and managing layout and event flows for internal staff and external vendors.
Execute events on-site, including those requiring early mornings and late nights.
Serve as the on-site point of contact, coordinating between Museum staff, vendors, and clients while managing and maintaining the approved production timeline.
Work synergistically with all departments of the Museum to create a seamless event experience for event attendees, staff, and Museum visitors.
Partner with Constellation Culinary Group’s Event Manager; meet regularly before and during the event to plan and review operational items pertaining to day-of logistics and execution.
Participate in representing the events programs, at Museum Operations meetings to review any details or potential conflicts.
Coordinate vendor logistics and details, ensuring all elements are organized and executed according to plan.
Assist in establishing a social media plan with Director of Event Services for Instagram to post, feature vendors, establish reels, and connect with new clients/ vendors.
Coordinate and execute, as needed, with the planning and implementation of two major fundraising events and all donor events.
Review all décor elements with Development Officer of Donor Engagement and manage vendor communication and setup.
Serve as on-site event coordinator ensuring all personnel, vendors, and artists are aligned for successful execution.

Benefits

Medical, Dental, Vision, Worksite plans & Additional Life Insurance
Basic Life Insurance and AD&D, employer paid
Short-term Disability Insurance, employer paid
Flexible Spending Accounts and Health Savings Accounts
401(k) retirement plan and 2% employer match
Considerable paid time off, plus 4 additional discretionary days, and 9 recognized holidays
Flex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period.
20% discount for staff in the Museum store
10% discount at The Restaurant
Membership to the ROAM Museum network