Event Planning Specialist

Milwaukee Art Museum•Milwaukee, WI

22d

About The Position

The Event Planning Specialist supports the mission and goals of the Milwaukee Art Museum by planning and executing exceptional events for both external clients and the Museum’s own initiatives. This full-time position serves as the lead planner for all assigned events—ranging from weddings, corporate gatherings, and private celebrations to Museum-hosted programs, activations, and initiatives. The ideal candidate is highly organized, hospitality-driven, and thrives in a fast-paced, collaborative environment. They will ensure that every event, whether hosted by the Museum or by a client, reflects the Museum’s commitment to excellence, creativity, and an outstanding guest experience. This role is also responsible for on-site management and staffing of all events for which they serve as the lead planner and will additionally support staffing needs for other events as assigned. As a result, the position requires regular evening and weekend hours and a flexible, non-standard schedule based on event demands.

Requirements

High School Diploma or equivalent required; college coursework or degree in hospitality, business, event management, or related field preferred.
Minimum of 1–3 years of professional event planning or coordination experience, preferably in a cultural institution, venue, or hospitality setting.
Experience planning and managing events strongly preferred.
Experience with event management software strongly preferred.
Sales experience in the hospitality field is a plus.
Excellent written and verbal communication skills; able to communicate effectively with clients, vendors, and colleagues at all levels.
Exceptional organizational skills and attention to detail.
Strong interpersonal and problem-solving abilities with a customer service mindset.
Ability to establish priorities, meet deadlines, and handle numerous assignments simultaneously in a fast-paced environment.
Prioritizes and proactively fosters diversity and inclusion with the ability to recognize potential barriers for participation for all guests.
Demonstrated ability to remain calm, professional, and solution-oriented under pressure.
Proficiency in Microsoft Office Suite and event management software (e.g., ReserveCloud, PartyCAD).
Stand for long periods of time.
Occasionally required to lift, carry, push, pull and/or move objects up to twenty-five (25) pounds and up to fifty (50) pounds with assistance.
Vision abilities required by this job include close and distant vision and ability to adjust focus.
While performing the duties of this job, the team member is regularly required to talk and hear; stand and walk, climb or balance, stoop, kneel, crouch, and crawl. The team member is frequently required to sit, use tools or controls, and reach with hands and arms.

Nice To Haves

college coursework or degree in hospitality, business, event management, or related field preferred.
Experience planning and managing events strongly preferred.
Experience with event management software strongly preferred.
Sales experience in the hospitality field is a plus.

Responsibilities

Manages all planning details for assigned internal and external events, ensuring each is executed flawlessly and aligned with Museum standards. Assigned events include, but are not limited to weddings, corporate events, Member Mingles, Thursday Nights @ MAM, Free Day Celebrations, and President’s Circle.
Serves as the main point of contact for internal and external clients on assigned events, providing outstanding customer service and clear communication from booking through planning and event execution.
Assists Director of Events with Signature Events, including but not limited to generating creative event concepts, event detailing, sourcing vendors, responding to vendor emails, answering client calls, invoice entering and event execution.
Creates detailed event orders, floor plans, and timelines using event management software.
Updates event orders and museum calendars in a timely fashion to ensure cross departmental museum teams have accurate information in order to support events.
Attends weekly event order and operations meetings.
Coordinates with internal departments (culinary, facilities, visitor services, security, etc.) and approved vendors to ensure alignment on all logistics and to deliver seamless events.
Collaborates cross-departmentally to ensure consistency in event quality and guest experience.
Works collaboratively with catering team on service logistics.
Responsible for on-site management and staffing of all assigned events and provides support staffing for additional events as needed.
Leads pre-shift briefings and on-site event execution, ensuring client expectations are met and any issues are resolved professionally and efficiently.
Leads event set up and tear down for all assigned events.
Oversees and directs setup technicians, providing detailed instructions and floor plans to ensure all event setups are completed accurately and in alignment with departmental standards.
Manages post-event follow-up, billing, and financial reconciliation in coordination with the Finance Department.
Provides support for event sales as needed, including participating in venue tours, managing the event inquiry inbox, and preparing and sending contracts in the absence of the Sales Manager.
Books assigned internal Reservation Requests into Reserve Cloud and manages the reconciliation of the two MAM calendars (Air Table and Reserve Cloud) to ensure information is accurate and consistent.
Maintains accurate event calendars and documentation to ensure clear communication across Museum departments.
Assists in the collection of departmental data to support accurate record keeping.
Maintains accurate printed and digital event collateral for site tours and works with creative marketing team for edits as needed.
Submits Event Invoices via Blackbaud for Payment.
Ensures events office is properly stocked with necessary supplies as needed.
Ensures compliance with Museum policies, procedures, and safety standards.
Represents the Museum professionally when interacting with clients, vendors, and guests.
Executes event set-up responsibilities when needed, including but not limited to setting up chairs, rearranging tables, and placing linens and event signage.
Ability to work irregular hours and extended shifts including nights, early mornings, weekends, and holidays. Standard schedule on event weeks will be Tuesday – Saturday. Schedule may vary week to week and will be determined by the Director of Events based on the event calendar.