Event Scheduling Manager

$65,000 - $70,000/Yr

American Museum of Natural History - New York, NY

Full-time

New York, NY

Museums, Historical Sites, and Similar Institutions

About the position

The American Museum of Natural History (AMNH) is seeking a full-time Event Scheduling Manager to oversee the scheduling database and manage the logistics of events and meetings across the Museum's campus. This role is crucial in ensuring that the Museum's various spaces, including exhibit halls, classrooms, theaters, and conference rooms, are utilized effectively and efficiently. The Event Scheduling Manager will be the primary point of contact for all space usage requests, handling a high volume of inquiries from internal clients. The successful candidate will utilize the Museum's booking management software, Momentus, to assess space availability, reserve venues, and coordinate the specific needs of meetings and programs. In this position, the Event Scheduling Manager will be responsible for managing and organizing the scheduling of events, producing Museum-wide schedules, and maintaining long-term calendars. This includes participating in daily calendar review meetings and analyzing space usage to generate reports. The role also involves collaborating with various internal departments to facilitate all logistical aspects of meetings and programs, such as room setup, catering, audiovisual needs, security, and facilities management. The Event Scheduling Manager must be prepared to work a flexible schedule that includes early mornings, weekends, evenings, and holidays, ensuring that all events run smoothly and meet the high standards of the Museum. The expected salary range for this position is between $65,000 and $70,000 annually, with pay determined based on individual factors such as skills, knowledge, and experience. The AMNH offers a comprehensive benefits package designed to support its diverse community.

Responsibilities

• Manage meeting/program/event requests from internal clients.
• Respond to a high volume of requests in a timely and accurate manner.
• Assign and schedule meetings/programs/events based on space and resource availability.
• Manage, organize and input data in the booking management software (Momentus).
• Participate in daily calendar review meetings.
• Analyze space usage and produce various space usage reports.
• Produce and distribute Museum-wide weekly schedule and long-term calendars.
• Support department operations and administration as needed.
• Collaborate with internal clients to facilitate all logistics for meetings and programs including room set up, catering, AV, security and facilities.
• Create and disseminate service orders to the appropriate service providers.
• Ensure event rooms are set correctly and event service orders are accurate and delivered on time.
• Manage a work schedule that includes early mornings, weekends, evenings and holidays.

Requirements

• High School Diploma or equivalent.
• 3 years experience scheduling facilities and/or coordinating meetings and events.
• Proficiency in Microsoft Office Suite.
• Experience with CRM/Event Management software.
• Excellent communication skills (verbal/written and interpersonal skills).

Nice-to-haves

• Bachelor's degree in hospitality or another related field.

Benefits

• Comprehensive benefits package designed to meet the needs of employees.