Special Events Coordinator

Queens Museum • New York, NY

6d • $25 - $32 • Onsite

About The Position

The Special Events Coordinator (SEC) works in the Development department and reports directly to the Senior Manager of External Affairs. The role collaborates with Development colleagues, other Queens Museum departments, and external clients to develop, execute, cultivate, and oversee the Museum’s space rental program, including private and corporate rentals such as studio and film rentals, birthday parties, weddings, galas, and meetings. The program supports earned revenue contributions. The coordinator oversees event operations and administrative coordination and provides onsite support for events and rental guests. The position is onsite at the Queens Museum, with mornings, evenings, and weekends required as needed for fundraising events, donor activities, and rentals.

The Queens Museum presents visual arts and educational programming for the New York metropolitan area, particularly the diverse communities of Queens. It fulfills its mission through exhibitions, public programs, and educational experiences that promote appreciation and enjoyment of art, support artists, and enhance quality of life through interpreting, collecting, and exhibiting art, architecture, and design.

Requirements

• At least 3 years of experience in nonprofit fundraising, event planning and operations, 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 and work mornings, nights, and weekends as required.
• Comfortable lifting, moving, or transporting event materials as needed 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.
• Demonstrated initiative, attention to detail, resourcefulness, and a creative approach to problem-solving.
• Ability to thrive in culturally diverse settings and build professional, respectful relationships while supporting colleagues.
• Ability to exercise sound judgment, discretion, and confidentiality with donor, financial, and guest information.
• Adaptability and flexibility; ability to work independently and as a team member in a fast-paced environment, handle multiple tasks, and meet deadlines.
• Proven ability to generate earned revenue and create new revenue-generating opportunities.
• Prior experience planning large-scale events, rentals, and donor programs.
• Ability to manage multiple priorities, work hands-on, and assist before, during, and after events as needed.
• Ability to think creatively, synthesize information effectively, and tailor information to a broad spectrum of funder interests.
• Ability to anticipate needs, identify potential issues early, and follow through on details from planning through wrap-up.

Responsibilities

• Support and lead planning and execution of the Museum’s 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 to support successful rentals and event execution.
• Manage event calendars, supplies, invoice processing, contracts, permits, certificates of insurance, compliance documentation, and other administrative functions.
• Track rental-space and rental-event revenue.
• Coordinate event production details, including planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals and transportation, security, setup, breakdown, and onsite staffing assignments.
• Oversee space rentals and events, including morning, evening, and weekend work.
• 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-space opportunities and develop and market new 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