Events Coordinator

Kentucky Derby Museum•Louisville, KY

11d•Onsite

About The Position

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history, hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 258,000 visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country and the world. Position Purpose: The primary purpose for the Events Coordinator is to assist the Event & Sales Departments with administrative tasks, database management, and coordination of evening and weekend events. This position will report to the Director of Special Events. This position has no direct supervisor responsibilities.

Requirements

Bachelor’s degree from an accredited university required.
Experience working in customer service.
Excellent verbal and written communications skills.
Excellent time management skills in order to meet deadlines.
Ability to focus, with a keen attention to detail.
Able to work quickly, efficiently and independently.
Strong organizational and project management skills.
Knowledge of Microsoft Office.
Must be able to sufficiently pass a criminal background check.
Must have a valid driver’s license.
Able to work independently and make impromptu decisions with minimum supervision.
Ability to work evenings and weekends.

Nice To Haves

Prior experience working with events preferred, but not required.

Responsibilities

Coordinates and executes event details including but not limited to: planning timelines, event layouts, vendor scheduling, staff/volunteer scheduling, load in/out details, etc.
Use event management software Reserve Interactive (RI) as well as floor-planning software All Seated to manage event needs.
Serve as the primary contact for select onsite events with clients and vendors.
Create post-event reports for the department.
Ability to coordinate sales calls and site tours.
Work with the in-house catering, audio-visual and facilities department to manage the needs of clients.
Assist in the set-up/break-down of events if necessary.
Work in tandem with Director of Special Events and Events Manager on the development of museum hosted functions.
Assist with specialty staffing such as tour guides, jockeys, buglers, group sales coordinators, etc.
Other duties as assigned.