Special Events Coordinator

MFAH•Houston, TX

33d•Onsite

About The Position

The Special Events Coordinator (SEC) will support all aspects of MFAH’s Special Events department related to event planning and execution and related activities. The SEC will professionally plan, implement, and assist with a wide range of special events. The SEC is a friendly and patient individual with a "can do attitude," possessing exceptional organization and communication skills combined with the ability to multitask and project manage the details. The SEC should be self-motivated, willing to work both indoors and outdoors, and not be afraid to get their hands dirty, yet able to conduct a variety of activities during a work day which will rarely be described as “normal”. This position requires entry and oversight of detailed record keeping and maintaining meticulous files; must have previous (successful) experience in fast-paced, demanding environment where accuracy, attention to detail, and responsiveness was achieved. While successful execution of events is extremely important, the number one priority of all Special Events Department personnel is the safety and protection of the art. The SEC is also responsible for overseeing all contractors while setting up for an event in galleries, during service for the event, and while removing equipment following events. Events and duties are assigned under the supervision of the Head of Hospitality. This schedule includes internal events by department and location (Main Campus, Bayou Bend, Rienzi, Glassell School) and external events. Internal Events: Works with various museum departments in scheduling, planning, executing, and billing of routine museum events as directed by the head of the department Coordinates routine and special events for the Administration, Curatorial, Education, Development, Marketing & Communications, and Membership departments, as well as for the Glassell Junior School, Glassell Studio School, Bayou Bend, and Rienzi Responsible for all logistics relating to internal events such as ordering food and supplies, set-up, service, and clean up for routine daytime museum meetings (museum director’s luncheons, select committee and sub-committee luncheons, etc.) Coordinates refreshment service of routine museum programs Assists the head of the department in planning and executing annual museum fund raising events External Events: Responds to inquiries about entertaining at museum facilities Communicates external event information for listing on the Management Schedule (Master Calendar) Plans, executes, and invoices select external events from initial contact, through proposal and contract preparation, to post-event billing, under the supervision of the head of the department Coordinates with all event service providers contracted by client / host to ensure compliance with museum policies and restrictions General Duties: Schedules museum on call and contract staff for events, as needed. Requests and retrieves Texas Alcoholic Beverage Commission (TABC) Caterer’s Permits for all events from the local TABC office Assists with updating the monthly list of events requiring valet services and/or HPD Communicates complete event details, in advance, to other museum departments (Administration, Buildings & Grounds, Education, Guest Services, Security, etc.) by means of Event Specification Sheet Prepares departmental forms for each event: Food / Beverage Consumption Report, AOTS / TABC Worksheet Prepares an Event Billing Form for each event, providing comprehensive information to the Operations Manager, Special Events in order to bill for the event Assists the Operations Manager, Special Events in completing purchase orders, billing for events, and other clerical and general office duties, as assigned by the head of the department Maintains liquor inventory and orders all alcoholic beverages and related supplies, as needed Assists the Operations Manager, Special Events with the quarterly liquor inventory for Accounting Assists with the general order of Special Events storeroom, including the retrieval of delivered supplies Assists with general housekeeping duties to maintain Special Events equipment

Requirements

Exceptional organizational skills, with a keen attention to detail, blended with the ability to work independently, with minimal supervision and as an integral part of a team!
Must be able to communicate with all levels of museum personnel, as well as external event clients and their guests
Strong clerical and accounting skills required, with a working knowledge of Microsoft Office products (Word, Outlook, Excel)
Ability to plan and comfortably and professionally supervise the work of contractors, staff and vendors.
Ability to work on multiple tasks concurrently
Action oriented to take thoughtful initiative when needed.
Must be team oriented with a strong amount understanding and flexibility.
Bachelor's degree in related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.
Minimum three years experience in event planning, catering or hospitality service industry

Nice To Haves

TABC certified preferred

Responsibilities

Works with various museum departments in scheduling, planning, executing, and billing of routine museum events as directed by the head of the department
Coordinates routine and special events for the Administration, Curatorial, Education, Development, Marketing & Communications, and Membership departments, as well as for the Glassell Junior School, Glassell Studio School, Bayou Bend, and Rienzi
Responsible for all logistics relating to internal events such as ordering food and supplies, set-up, service, and clean up for routine daytime museum meetings (museum director’s luncheons, select committee and sub-committee luncheons, etc.)
Coordinates refreshment service of routine museum programs
Assists the head of the department in planning and executing annual museum fund raising events
Responds to inquiries about entertaining at museum facilities
Communicates external event information for listing on the Management Schedule (Master Calendar)
Plans, executes, and invoices select external events from initial contact, through proposal and contract preparation, to post-event billing, under the supervision of the head of the department
Coordinates with all event service providers contracted by client / host to ensure compliance with museum policies and restrictions
Schedules museum on call and contract staff for events, as needed.
Requests and retrieves Texas Alcoholic Beverage Commission (TABC) Caterer’s Permits for all events from the local TABC office
Assists with updating the monthly list of events requiring valet services and/or HPD
Communicates complete event details, in advance, to other museum departments (Administration, Buildings & Grounds, Education, Guest Services, Security, etc.) by means of Event Specification Sheet
Prepares departmental forms for each event: Food / Beverage Consumption Report, AOTS / TABC Worksheet
Prepares an Event Billing Form for each event, providing comprehensive information to the Operations Manager, Special Events in order to bill for the event
Assists the Operations Manager, Special Events in completing purchase orders, billing for events, and other clerical and general office duties, as assigned by the head of the department
Maintains liquor inventory and orders all alcoholic beverages and related supplies, as needed
Assists the Operations Manager, Special Events with the quarterly liquor inventory for Accounting
Assists with the general order of Special Events storeroom, including the retrieval of delivered supplies
Assists with general housekeeping duties to maintain Special Events equipment

Benefits

Medical Insurance : Employee and dependent coverage through a choice of managed health care programs
Dental Insurance : Employee and dependent coverage through two plan choices
Vision Insurance : Employee and dependent coverage through a vision program
Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
Life Insurance & AD&D : Employee coverage at no cost to the employee
Long Term Disability : Employee coverage at no cost to the employee
Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
Holidays - Full-time employees receive ten paid holidays per year
Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer
Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service.
MFAH Membership – Staff receive a free Family-level membership
Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and the Glassell School of Art.
Metro commuter subsidy available upon request