Events Coordinator (Part Time)

Scott Family Amazeum•Bentonville, AR

3d•$15 - $18

About The Position

The Events Coordinator plans and executes a variety of events at the Scott Family Amazeum, including birthday parties and museum rentals. This role works directly with clients and internal teams to coordinate event details, prepare spaces, and ensure a smooth and welcoming guest experience from planning through event completion. The Events Coordinator serves as a primary contact and day-of support for event clients and manages the Amazeum’s birthday party program, ensuring party packages, schedules, and materials are organized and delivered consistently. This is a hands-on role that combines client communication, logistical planning, and day-of event coordination. Because many events occur outside regular museum hours, this role requires availability during evenings, weekends, and occasional early mornings.

Requirements

1+ year of experience in event coordination, hospitality, guest services, or a customer-facing role
Strong organizational skills
Strong attention to detail
Ability to work independently
Ability to make decisions in a fast-paced environment
Ability to manage multiple priorities and timelines
Excellent communication skills
Ability to work effectively with clients, vendors, and internal teams.
Comfortable performing hands-on event setup tasks including moving tables, chairs, and equipment.
Availability to work evenings, weekends, and occasional early mornings
Proficiency with Microsoft Office or Google Suite
All applicants must be able to: ● Provide the necessary documentation to prove that you are a U.S. citizen, permanent resident, or a foreign national with authorization to work in the United States ● Complete and pass a background check
Ability to remain in a stationary position and move throughout event spaces for extended periods of time, frequently during shifts/events lasting 6–8 hours or longer.
Ability to regularly lift and carry up to 40 pounds and occasionally move items exceeding that weight with assistance (tables, chairs, event equipment, and supplies).
Ability to push and pull carts, dollies, and other equipment used for event setup and breakdown.
Ability to frequently bend, kneel, reach, twist, and perform repetitive physical tasks associated with event setup and reset.
Ability to work in a fast-paced, high-energy environment with frequent interruptions and changing priorities.
Ability to work in indoor and outdoor environments, including exposure to varying temperatures, moderate to high noise levels, and large crowds.
Manual dexterity to operate event equipment (e.g., basic A/V, tools for setup) and handle detailed coordination tasks.
Ability to safely navigate across multiple buildings and event locations on campus.

Nice To Haves

Experience coordinating birthday parties, corporate events, or community events
Experience working in museums, education organizations, or family-focused venues
Experience coordinating with vendors such as catering or event services
Bilingual proficiency (English/Spanish preferred)

Responsibilities

Client Coordination & Event Planning Serve as a primary contact for outside groups hosting events at the Amazeum
Work with event clients to finalize event details including schedules, room setups, guest counts, and logistics
Communicate event details internally to ensure all departments are prepared
Coordinate with external vendors including catering, beverage providers, and event rental partners
Maintain organized records of event bookings, contracts, timelines, and client communications
Confirm catering selections, vendor timing, and service logistics
Assist with coordinating food and beverage service during events when necessary
Birthday Party Program Coordination Coordinate the museum’s birthday party program, ensuring party packages, schedules, and logistics are clearly organized
Serve as a primary contact for birthday party hosts leading up to their event
Ensure party materials, room setups, and schedules are ready for each celebration
Monitor the program to ensure a consistent, fun, and well-organized experience for families
Event Setup & On-site Operations Prepare event spaces by arranging tables, chairs, signage, and other setup elements
Set up and troubleshoot basic event technology including screens, microphones, and presentation equipment
Coordinate vendor arrival, setup, and service logistics
Ensure event spaces are fully prepared prior to guest arrival
Serve as the on-site coordinator for events, ensuring timelines and logistics run smoothly
Welcome hosts and guests and provide orientation to event spaces
Troubleshoot issues during events and support guest needs
Coordinate with Guest Services Associates assisting with event support
Ensure spaces are reset and organized following events
Team Coordination & Training Train Guest Services Associates to support birthday parties and event operations
Provide guidance on event procedures, guest hospitality standards, and setup expectations
Coordinate staffing support with the Guest Services Manager when events require additional team members
Maintain clear internal communication regarding upcoming events and operational needs