Coordinator, Public Events

MUST HAVE THE ABILITY TO WORK EVENINGS, WEEKENDS AND HOLIDAYS.
Summary: This position works closely with our Events Manager to coordinate, plan, promote and facilitate the Garden's Public Events. The Coordinator, Public Events is responsible for overseeing all administrative and logistical aspects of signature events/exhibits, including planning and implementation for quality events.

Essential Duties and Responsibilities:

• Manages and provides on-site supervision for mission-related Public Events; develops project plan, maintains event timeline and coordinates delivery of all required event equipment and supplies.
• Books and negotiates performance contracts, primarily musical performers and entertainers.
• Designs area layouts, books appropriate spaces, confirms and communicates space layouts and set-up requirements for special events with designated team members.

        Coordinates Public Events programming with mission related activities and other departments

        Prepares descriptive content for use in promotion/opening ceremonies of events.

        Participates in development of public interpretation at Missouri Botanical Garden.

• Works with Communications Department to promote events as needed.

• Assists in the development of exhibit educational content.
• Maintains Office365 databases (i.e. volunteer schedules/contact information; expense/revenue histories).
• Works closely with others in the Visitor Operations division to arrange and conduct on-site VIP tours.
• Monitors and physically engages in exhibit and event set-up and tear-down.

        Monitors the facilities and exhibits and coordinates with appropriate personnel if repairs or adjustments are required.

• Conducts cross-divisional communication within the Garden to arrange for tours, facility needs, etc.
• Responsible for accurate record keeping and meeting minutes as needed.
• Tracks, compiles, and documents exhibit and event expenses.
• Conducts research needed for success of future events and exhibits.
• Conducts post event debriefs with Garden staff, vendors, and other necessary stakeholders.
• Creates and coordinates mailings as necessary.

        Develops training materials for staff and volunteers and conducts training sessions

        Acts as Event Lead as assigned for the Garden's signature event dates.

• Meets expected attendance guidelines.

        Follows all established policy and procedures, including but not limited to those stated in the Employee Handbook and Safety Protocols.

• Behave & communicate in a manner that promotes and fosters a culture of teamwork, collaboration and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• May be required to work weekends, evenings or holidays.
• Performs other duties as assigned.

Supervisory Responsibilities: Coordinates the activities of assigned volunteersand contract staff.

Competencies:  

        Communication - Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations.

        Collaboration -Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences.

        Accountability - Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues' concerns.

        Problem Solving - Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions.

        Stewardship - Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours.

Qualifications and/or Experience:

• Minimum of (3) years' experience in event planning or similar industry.  Large scale public event planning experience a plus.
• Previous guest relations/customer service and volunteer experience; ability to effectively manage and foster professional working relationships is necessary.
• Familiarity with the Garden is a plus.

        Highly visitor-oriented mindset and experience working with the public required.

        Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task.

        Demonstrated ability to serve as a media-trained spokesperson; confident in interacting with the media regarding special events.

        Solid business acumen and working knowledge of financial operating budget process.

• Ability to direct a work group and provide quality guest service within a fast-paced mission based public attraction. Strong focus on execution in public environment, attention to detail and accuracy.,

• Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.

        Demonstrated ability to work collaboratively with internal team members and external organizations, with a focus towards common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.

        Solid Internet research skills. 

• Previous event booking/layout software experience.

        Demonstrated ability to create various reports and write business correspondence and procedure manuals.

• Scheduling flexibility that allows working weekends, evenings, and holidays is required.

        Occasional travel required (local).

• Demonstrates highest level of professional and ethical conduct.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests.  All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date.  The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines.  When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required. The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:  

• Bachelor's degree required, preferably in Business, Events Management, Marketing or similar discipline.

        An equivalent combination of skills, education and experience may be considered.

Language Skills: Ability to communicate effectively in English (oral and written).

Mathematical Skills: Proficient college math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc.  Ability to understand and contribute in developing project budgets.

Reasoning Ability: This position requires the ability to exercise independent judgment in handling unpredictable customer service situations that may arise with visitors, vendors or coworkers.

Computer Skills:

      Proficient experience using Microsoft Word, Excel and Access (or similar database management program) required; PowerPoint required.

      Ability to learn EBMS (Ungerboeck) space reservation system.

      Proficiency utilizing or conducting Internet and web-based searches and program applications.

Certificates, Licenses, Registrations: Must be able to obtain and maintain a valid driver's license prior to employment. 

Physical Demands:

        Ability to utilize computer keyboard (typing).

        Must be able to work both indoors and out.

        Must be able to lift and carry 20 pounds.

        Ability to push/pull supply cart.

        May be required to perform tasks at varying heights (i.e., climb step stools, ladders, etc.).

        Frequent standing, walking, reaching and bending - 75% or more of the workday, at times, may be spent standing on feet.

• Event/exhibit set-up activities required. 

Work Environment:

      Principally operates standard office equipment to include computers, copiers, files, fax machines.

      Standard business casual attire required.

      Ability to work outdoors in a wide variety of weather conditions, including in temperatures that at times might exceed 100F or be below freezing, as well as in inclement weather conditions as needed.

        Some off-site meetings will be required.