Event Operations Coordinator

MOPOP•Seattle, WA

45d•$25 - $29•Hybrid

About The Position

The Event Operations Coordinator supports the administrative, organizational, and operational functions of the Event Operations team, ensuring efficiency and consistency in implementing department processes, data management, and communication. This role also provides planning and logistical support for all internal and external events with a variety of complexity.

Nice To Haves

A minimum of two years of experience working in the events, arts, entertainment, or hospitality industry.
Experience managing booking/calendaring systems.
Museum and/or non-profit experience a plus.
Internal venue events team experience a plus.
Experience in managing tools and systems such as SharePoint and maintaining accurate financial and budget records.
Must be proficient in Microsoft Outlook, Word, and Excel.
Experienced in building presentation decks in PowerPoint or similar program.
Working knowledge of CRM and event management software such as Momentus.
Familiar with creating event layouts and floor plans using Visio or similar program.
Familiar with using virtual meeting and collaboration platforms such as Teams and Zoom.
Passionate about pop culture, connecting and inspiring communities through shared intentional, high-quality core value-based experiences, and working in an organization focused on building a healthy internal culture of empowered collaborators.
Thrives in a fast-paced, unique environment.
Values being highly organized, and detail-focused with the ability to multi-task on multiple workstreams and projects with changing priorities and deadlines.
Demonstrates excellent communication skills.
Proven ability to provide effective customer service for internal and external client groups.
Innovative self-starter with demonstrated initiative and flexibility in past roles.
Ability to work effectively in a collaborative team environment with a dynamic range of people.
Ability to think critically and creatively, ask questions, contribute ideas, and actively listen to and fairly consider others.
Available to work a flexible schedule both onsite and remote, and willing to work some nights, weekends, and holidays.

Responsibilities

Responsible for maintaining an accurate calendar of internal and external events, fielding internal booking inquiries, and managing holds, challenges, and confirmations in Momentus.
Responsible for maintaining the event assignment process for the Event Managers.
Supports Event Managers in the planning and execution of events through general support and/or ownership of specific tasks as assigned.
Responsible for vendor sourcing and rental fulfillment.
May own and coordinate events of small to medium complexity and guest count independently.
Manages daily communications with internal museum departments, coordinates all Event Operations information, a resource for other teams, and represents the Event Operations team perspective where necessary.
Maintain general administrative organization for the department with record-keeping, filing, organizing documents, office supply management, inventory management, special projects, etc.
Reconciles department monthly spending through online credit card portal.
Utilize Reqlogic for all billing and cost approval processing; ensure post-event billing occurs promptly.
Responsible for ownership of all department calendar meetings and invites; produce and distribute meeting agendas and meeting minutes in a timely manner.
Establish high quality of service and execution standards including proper professional image when working with clients and staff.
Coordinates with peers, other departments, and clients to respond to questions, concerns and resolve operations issues.
Provides project management support for key initiatives.
Support our internal culture which inspires and empowers our staff to live our mission to its highest standards.
Contribute to a consistent customer service standard across all departments.
Work to ensure customer service is ingrained at the core of the team and is reflected outward to our guests and other staff.
Commitment to participating in anti-racism work, learning about the ways institutional racism impacts the workplace and supporting teammates in operationalizing DEIA strategies in the department.