About the position
The Science Museum of Virginia is seeking a dedicated and organized Special Events Coordinator to join our Special Events Team. This role is pivotal in planning, coordinating, and scheduling a variety of meetings, tours, events, programs, and rentals. The successful candidate will be responsible for preparing and negotiating contracts, managing arrangements with vendors, entertainers, caterers, housekeeping, security, and technical support. Additionally, the coordinator will assist with the everyday functions of the Science Museum of Virginia's Operations team. This position requires flexibility, as the schedule will vary, and the applicant must be available to work evenings, weekends, and holidays. The Special Events Coordinator will play a crucial role in ensuring that all events run smoothly and meet the expectations of clients and guests. This includes understanding and implementing the Science Museum's mission, activities, services, and programs, as well as interpreting the museum's policies and procedures for guests and clients. The coordinator will need to suggest solutions and initiatives to refine policies and systems, ensuring a high level of customer service and satisfaction. The ideal candidate will possess excellent verbal and written communication skills, the ability to work effectively with diverse groups of people, and a strong attention to detail. They will be a self-starter who can work independently with minimal supervision, while also being reliable and honest. The role demands a proven ability to establish and maintain effective working relationships with staff, volunteers, contractors, and the public, exercising tact and diplomacy at all times. In addition to event coordination, the Special Events Coordinator will be responsible for planning and executing facility set-ups based on client instructions, handling cash and credit card sales, and following established cash control procedures. A working knowledge of basic AV and lighting equipment is also required, along with proficiency in Google Suite and MS Office (Word and Excel). The candidate must also have a valid driver's license and be certified in emergency response and First Aid/CPR, or be willing to attain these certifications.
Responsibilities
- Plan, coordinate, and schedule meetings, tours, events, programs, and rentals.
- Prepare and negotiate contracts with vendors and entertainers.
- Manage arrangements for catering, housekeeping, security, and technical support.
- Assist with the everyday functions of the Science Museum's Operations team.
- Ensure all events run smoothly and meet client expectations.
- Interpret museum policies and procedures for guests and clients.
- Suggest solutions to refine policies and systems.
- Establish and maintain effective working relationships with staff, volunteers, and the public.
- Plan and execute facility set-ups based on client instructions.
- Handle cash and credit card sales, following established cash control procedures.
Requirements
- Excellent verbal and written communication skills.
- Ability to work with people of all ages and backgrounds in an educational environment.
- Understanding of the Science Museum's mission, activities, services, and programs.
- Ability to interpret policies and procedures for guests and clients.
- Reliability and honesty in all dealings.
- Self-starter with the ability to work independently.
- Ability to communicate effectively with a diverse group of clients.
- Detail-oriented with a demonstrated ability to work independently.
- Proven experience providing outstanding customer service.
- Outstanding computer skills and proficiency in Google Suite and MS Office (Word and Excel).
- Ability to handle cash and credit card sales.
Nice-to-haves
- Previous event experience.
Benefits
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Generous paid time off policy including vacation leave, family & personal leave, sick days, and paid holidays.
