Part-Time Event Coordinator

```Organizational Summary```
With more than four decades of service, the March Field Air Museum is a professionally managed 501(c) 3 non-profit, accredited by the American Alliance of Museums, serving an ever expanding local, regional and international community. The March Field Air Museum’s core mission is to educate the public on the rich history of military and civil aviation through the preservation and exhibition of artifacts relating to the pivotal role of aviation in general and March Field in specific, in the transformation of travel, culture and conflict within the global community.

During its tenure, the museum has evolved, clarifying its mission, and developing policies and programs designed to serve a diversifying community and solidify the professional practices needed to safeguard the resources placed in our trust.

```Overview```

The Events Coordinator at the March Field Air Museum is a Part-Time position responsible for overseeing rental uses of the Museum's unique venues for private parties, business meetings and receptions. The museum itself produces several fundraising/’friend-raising’ events each year. The Events Coordinator conducts all aspects of rental and in-house special events: set-up and tear-down, client relations, event bookings, coordination and implementation of events, inventory control, staffing, and assist with cost control, accounting and budgeting.

```Responsibilities```
Ability to work hands-on to set-up, organize and tear-down ALL event equipment

Coordinate with departments to ensure Safety of Artifacts, moving of Artifacts, ect.

Monitor and log emails and phone calls to ensure timely responses to client inquiries

Maintain positive working relationships with vendors and all museum departments

Maintain related supplies such as tables and chairs in good order with regular inventories taken

Bring requested purchases and other needs to your supervisor’s attention in advance

Schedule and conduct on-site client and vendor meetings as needed

Maintain checklists of all desired services, timing, expected guests, ect.

Ensure written contracts are completed and returned in a timely fashion

Ensure insurance coverage in place and/or any additional client/vendor needs are met well in advance

Provide feedback via email/phone to clients and vendors to ensure shared understanding

Schedule volunteer help for each event as appropriate

Ensure volunteers are briefed fully on the particulars for each event

Ensure vendors are prepared to deliver all services contracted by client

Have a clear decision-making triage in place for onsite staff in case of unforeseen needs

Follow up with clients and vendors to ensure expectations are met

Manage and execute each event from beginning to end

Collect and organize data for each event as to staffing needs, vendors, client needs, and costs

Provide Deputy Director of Administration with rental events cost accounting on monthly basis

Attend all weekly Administration meetings as schedule

Work with little to no departmental supervision

```Qualifications```

- Ability to lift and/or carry at least 40lbs and climb stools and ladders
- Ability to stand for extended periods of time, frequent bending/stooping

- Have the ability to work flexible schedule as needed to prepare for & support events

- Previous experience in event coordination or related field
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent communication and interpersonal skills
- Ability to communicate effetely with volunteers, interns, staff & management
- Be a quick learner on all procedures, systems and requirements of the museum
- Ability to negotiate contracts and manage vendor relationships
- Exceptional time management skills, "can-do" attitude & function well under pressure

If you are organized, hands-on physical, detail-oriented individual with a passion for creating memorable events, we would love to hear from you. Apply today to join our team as an Event Coordinator!

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: No less than 20 per week

Benefits:

• Employee discount
• Flexible schedule

Schedule:

• Day shift
• Evenings as needed
• Evening shift
• Extended hours
• Holidays
• Monday to Friday
• Morning shift
• Nights as needed
• Night shift
• Rotating weekends

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Work Location: In person