Special Events Coordinator

Queens Museum • Corona, NY

1d • Onsite

About The Position

The Special Events Coordinator (SEC) works in the Development Department, reports to the Senior Manager of External Affairs, and collaborates with colleagues across the Queens Museum and with external clients. The SEC develops, executes, cultivates, and oversees the Museum’s space rental program, including private and corporate rentals such as studio and film rentals, birthday parties, weddings, galas, and meetings, to generate earned revenue. The role oversees event operations and administrative coordination, and supports fundraising, donor, cultural, membership, and annual events.

This is a full-time, hourly, non-exempt, benefits-eligible, onsite position at the Queens Museum. The work schedule is 4–5 days per week and includes mornings, evenings, and weekends as required to support events. The anticipated start is mid-November 2026.

Requirements

• At least 3 years of experience in nonprofit fundraising, event planning and operations, and sales and revenue generation in a cultural organization or nonprofit setting.
• Familiarity with fundraising software or CRM tools.
• Availability to work onsite at the Queens Museum, including mornings, nights, and weekends as required.
• Comfort with lifting, moving, or transporting event materials and standing or walking for extended periods during events.
• Excellent written, verbal, and organizational skills.
• Strong computer skills, including proficiency in Google Suite and Adobe Acrobat.
• Ability to demonstrate initiative, attention to detail, resourcefulness, and creative problem-solving.
• Ability to work effectively in culturally diverse settings and build professional, respectful relationships with colleagues.
• Ability to exercise sound judgment, discretion, and confidentiality with donor, financial, and guest information.
• Adaptability and flexibility; ability to work independently and as part of a team in a fast-paced environment, handle multiple tasks, and meet deadlines.
• Proven ability to generate earned revenue and create revenue-generating opportunities.
• Prior experience planning large-scale events, rentals, and donor programs.
• Ability to manage competing priorities and meet deadlines, with a hands-on approach and willingness to assist before, during, and after events.
• Ability to think creatively, synthesize information, and tailor it to a broad spectrum of funder interests.
• Ability to anticipate needs, identify potential issues early, and follow through from planning through event wrap-up.

Responsibilities

• Support and lead planning and execution of special events, rentals, fundraising events, cultural programming, birthday parties, membership events, and annual events, including the Annual Gala and Spring/Summer Party.
• Develop relationships and contracts with preferred caterers and vendors.
• Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients.
• Manage event calendars, supplies, invoice processing, contracts, permits, certificates of insurance, compliance documentation, and other administrative functions.
• Track rental space and event revenue.
• Coordinate event production details, including planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals, transportation, security, setup, breakdown, and onsite staffing assignments.
• Oversee space rentals and events, including morning, evening, and weekend events.
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to future events and guest experience.
• Provide onsite event registration and rental guest-experience support.
• Maintain existing rental opportunities and develop and market new rental spaces and opportunities through avenues such as studio and film rentals, birthday parties, weddings, galas, and meetings.
• Research new rental and funding prospects and support efforts to identify, cultivate, and steward new and existing donors and revenue.

Benefits

• Generous paid time off, including vacation, sick leave, and personal days.
• Paid holidays.
• Medical, dental, and vision benefits.
• Retirement benefits, including a 401(k) savings plan, pension plan, and life insurance policy.
• Employee Assistance Program.
• Free affiliate admission to most American museums.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed