Rentals and Corporate Affairs Coordinator

The Phillips Collection•Washington, DC

15h•$22 - $26•Onsite

About The Position

The Rentals and Corporate Affairs Coordinator is the primary project manager for all rentals for The Phillips Collection, a destination venue for special events in the DC cultural scene and a pipeline for corporate partnerships with the museum. External rentals serve as a steady source of revenue for The Phillips Collection and an opportunity to build relationships with prospective supporters and deepen relationships with existing partners and donors. This position is part-time, with expected work hours per week – 22-24.

Requirements

2-4 years of experience in related events, sales, and/or hospitality.
ABRA license (certification can be covered by The Phillips Collection).
Ability to prioritize and multi-task in fast-paced environment and remain calm in high pressure situations.
Extraordinary attention to detail and excellent communication skills.
Creative, energetic, positive, and goal oriented.
Maturity, confidence, and presence to work effectively with donors, senior executives, vendors, volunteers, museum Trustees, and staff on all levels.
Knowledge of software including Microsoft Office Suite – Word, Excel, Outlook, and Calendly or other calendaring software.
Ability to work additional hours: early mornings, late evenings and weekends as needed for external rentals and events.
Ability to maintain confidentiality and use discretion when handling sensitive and confidential situations.
Knowledge of special event protocol, etiquette, and catering.
Ability to move furniture and items up to 50 lbs. as needed, with or without assistance.
Ability to stand for extended periods of time.

Nice To Haves

BA/BS and PMP strongly preferred.
High degree of initiative and experience working independently with a demonstrated ability to collaborate and delegate efficiently to peers and vendors.
Knowledge of software including: Altru or comparable CRM, and special event software – Canva, Basecamp, Social Tables preferred.
An appreciation of the visual arts.

Responsibilities

Serve as the primary point of contact for the majority of external rentals of The Phillips Collection, including developing and communicating complex event plans.
Build and maintain strong relationships with client groups by understanding their practice or industry objectives and help ensure that service delivery is of the highest quality. Support the client relationship by coordinating and communicating logistics smoothly internally.
Conduct on-site visits tours of facility for external clients and follow up accordingly. Provide guidance on menus and décor.
Manage all aspects of external events for The Phillips Collection, including but not limited to executing client's initiatives by helping to develop meeting or event concepts, goals, objectives, budget and final outcomes.
Network with outside vendors and promotional organizations to drive awareness of The Phillips Collection as a destination for venue rentals.
Liaison, coordination, and collaboration with the internal Advancement Events team at The Phillips Collection for large-scale rentals for existing Phillips Corporate Partners.
Write, maintain, and issue event related contracts and obtain required signatures.
Develop relationships with vendors including caterers and designers; obtain certificates of insurance.
Work with Finance to prepare invoices and secure payment.
Collaborate and communicate with Facilities and Security to accomplish seamless event execution.
Collaborate with the Director of Corporate Affairs to cultivate and steward rental clients toward deeper engagement and potential support.
Perform other corporate events-related, marketing, and stewardship duties as assigned, in order to steward and grow the pipeline of corporate partners and prospects strategically in partnership with MarComm and Advancement colleagues.
Serve as primary events logistician contact for corporate events—whether external rentals or internal events—in partnership with the Advancement Events team.
Partner with the Director of Corporate Partnerships to ensure timely event advance and follow-up: briefings, invoicing, and event plans.