Coordinator, Event Planning

Job: Full Time, Exempt, Salaried, Non-Union

Supervisor: Manager, Event Planning

General Purpose:

The Coordinator, Event Planning supports the goals of the museum and the Event Planning department by providing administrative support to the department and assisting in the execution of internal and external events. Under the direction of the Manager, Event Planning, the Coordinator will ensure efficiency and accuracy in the planning and execution of events at the Milwaukee Art Museum. This role has no direct reports but will oversee the successful execution of certain functions as described below. They must have enthusiasm for customer service-oriented interactions and a strong orientation towards hospitality.

Duties & Responsibilities:

• Follow up on rental inquiries to support Event Planning team
• Answers incoming client inquiry calls
• Update pricing in Reserve Cloud as needed
• Assist in booking events via Reserve Cloud
• Create, update, and distribute event orders for assigned events
• Attend weekly event order and operations meetings to ensure accurate details are being communicated to cross departmental teams
• Maintain weekly staffing schedule and ensure timely distribution to appropriate staff
• Assists in and oversees event set up
• Provide operational support at events
• Specialize in the execution of internal meetings and small-scale events
• Assist in the collection of departmental data to support accurate record keeping
• Maintains accurate printed and digital event collateral for site tours and works with creative marketing team for edits as needed
• Ensure events office is properly stocked with necessary supplies

Skills & Abilities

• Ability to work irregular hours and extended shifts including nights, early mornings, weekends, and holidays.
• Attention to detail and highly organized.
• Ability to establish priorities, meet deadlines, and handle numerous assignments concurrently.
• Capacity to problem solve and think on your feet.
• Excellent written and verbal communication skills.
• Good interpersonal skills to help contribute to a supportive and purposeful team culture.
• Office skills with ability to use standard office equipment and computer with familiarity in productivity tools such as Microsoft Word and Excel, and internet.

Education/Experience

• High School Diploma or equivalent required
• 1-2 years administrative experience
• 1-2 years customer service experience

Physical Requirements

• Stand for long periods of time.
• Occasionally required to lift, carry, push, pull and/or move objects up to twenty-five (25) pounds and up to fifty (50) pounds with assistance.
• Vision abilities required by this job include close and distant vision and ability to adjust focus.
• While performing the duties of this job, the team member is regularly required to talk and hear; stand and walk, climb or balance, stoop, kneel, crouch, and crawl. The team member is frequently required to sit, use tools or controls, and reach with hands and arms.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties and skills.

DEAI Statement

The Milwaukee Art Museum is an equal opportunity employer. The Museum recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national original, disability, age, veteran status, gender, gender identity or expression, sexual orientation, and other protected status as required by applicable law.

We are committed to recruiting, developing, compensating, and retaining professional staff that reflect our community. We aspire to be a diverse workplace where talented people want to come, stay and do their best work.

We stand committed to the work ahead, informed by our community, which we will support with our best thinking, our deepest empathy, and the courage to embody the convictions shared in our Strategic Direction.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed and not intended to be an exhaustive list of all qualifications, responsibilities, duties and skills required. Milwaukee Art Museum is a EOE/M/W/Vets/Disability Employer.