Museum Events Coordinator

Speedway Motors Inc.•Lincoln, NE

1d•Hybrid

About The Position

The Event Coordinator is responsible for building relationships and increasing engagement and awareness for the Museum of American Speed. This role plays a key part in attracting partners to utilize the museum’s event space for private and corporate functions. This position independently manages the day-to-day planning, coordination, communication, and execution of all internal and external museum events. The Event Coordinator will collaborate closely with Operations, Management, Development, and Volunteer teams to ensure successful event delivery. This individual serves as a subject matter expert in showcasing the museum’s automotive exhibits and collections, helping create memorable and high-quality guest experiences.

Requirements

At least 2 years of experience in an office setting
1 year of experience in coordinating events.
Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, and mail merges; email and web searches.
Capable of maintaining sensitive/confidential information.
Strong organizational and time-management skills.
Excellent verbal and written communication.
Ability to work flexible hours, including evenings and weekends during events.
Customer service mindset with a proactive and collaborative attitude.
Comfortable working in fast-paced, hands-on environment.
Self-starter who can independently manage multiple projects, make sound decisions, and drive events from concept through completion with minimal supervision.
Possess a high degree of initiative and accountability

Responsibilities

Plan and execute Museum of American Speed events, maintaining ownership of event details from start to finish.
Coordinate event space contracts, including booking space and collaborating with museum and volunteer staff to manage food and beverage, supplies, and audiovisual equipment.
Work with marketing and venue teams to order and create appropriate signage and décor, ensuring that all visual elements meet quality expectations (e.g., florals, linens, color schemes).
Conduct research and site visits to evaluate event opportunities and provide recommendations.
Work with clients to design room layouts and adjust plans based on event needs.
Identify and recommend process improvements to enhance event planning and execution.
Serve as the primary point of contact for vendors, resolving issues before, during, and after events.
Support on-site event setup, execution, and teardown as needed.
Prepare event materials, including nametags, registration lists, seating cards, and signage.
Maintain accurate event details within the shared calendar, ensuring updates and changes are tracked.
Close out events by completing invoicing, coordinating acknowledgments for vendors and donors, and ensuring the facility is secured.
Prepare and present event financial summaries to Museum leadership, including revenue, expenses, and profitability, to support decision-making and future planning.
Track event financials, including invoices, check requests, and collections; partner with Accounting and utilize the Square system for payment processing.
Draft and update event rental agreements and meet with prospective clients to review event space options.
Track event profitability and provide regular financial reporting to Museum ownership, including revenue, expenses, and margin analysis.
Maintain a high level of professionalism while supporting overall Museum operations.
Collaborate with the Operations Manager on project management, scheduling, and reporting needs.
Provide cross-functional support to other departments, including Restoration, Accessioning, and Digital Content, as needed.
Manage assigned budgets and ensure expenses align with approved financial plans.
Maintain regular, reliable, and punctual attendance.
Adhere to all company policies, procedures, and safety protocols.
Take ownership of assigned responsibilities and follow through on commitments.
Embrace and live out Speedway Motors core values.
Adapt to changing priorities and demonstrate flexibility in a dynamic work setting.
Seek opportunities for continuous improvement and professional growth.
Perform other duties as assigned.