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Event Coordinator

2 months ago

Cleveland, United States CMA Co Full time

The Event Coordinator oversees and is responsible for the planning, staging, execution, and analysis of the museum's auxiliary services including facility rental and event management. This position serves as liaison to museum's food service vendor in the rental of museum spaces through the coordination of scheduling spaces and museum provided services.

Requirements and Key Competencies

Bachelor's Degree, 3-5 years related experience and/or training, or equivalent combination of education/training and experience. Previous Front of house or event planning experience is preferred.

Must be able to work nights and weekends.

Employees should possess excellent writing skills and be computer proficient, especially in Microsoft Word and Excel.Previous experience with word-processing software, accounting spreadsheet software, and computer-database management preferred.

Must be professional and have excellent interpersonal skills and the ability to interact diplomatically with staff members and other customers.Employees must be able to work creatively, effectively, and independently on multiple projects simultaneously, and to be detail-oriented in a fast-paced, team environment.

Must possess excellent organizational ability and time management skills to establish timetables, meet strict and sometimes concurrent deadlines, multi-task and prioritize workloads. Ability to work with a wide variety of people in a variety of social settings required.

Responsibilities

  • Performs as liaison between internal museum clients and food service provider and assists in the implementation of internal events.Assists vendor in the coordination of museum-provided services needed to implement events (including security, facilities, education, and parking) as required.
  • Hires and manages House Managers and volunteers for events.
  • Develops, monitors, evaluates, and recommends improvement to processes, procedures, workflow and /or standards and policies regarding event management, including museum rentals and space use.
  • Effective communicates the coordination and approval in scheduling of the museum's event spaces for both internal and external (third party) events, and maintains related calendar(s), timelines, and database.
  • Responsible for the overall management of all in-house events.
  • Partner with colleagues across the museum to ensure proper set-up/ breakdown of events. Including load-in, set up, event execution, load out. Inspect to ensure conformance to CMA standards.
  • Manages events by being on site assisting the House Manager to ensure a safe, pleasant guest experience while working within CMA policies and the policies within the space where the event is taking place.
  • Collects statistical data for analysis and reporting of external event attendance, budget (revenue/expense) and other pertinent information to assist in planning, as well as to gauge adherence to specific goals / objectives and established best practice metrics.
  • Manages the execution of third-party rental events without a food/beverage component and videography inquiries; communicates policies, overseas set-up, implementation, and follow-up for these events, including client contracts and invoices.
  • Manages financial documentation related to events, including but not limited to assignment of project codes to internal and external events. Prepares quotes, contracts, invoices, and payment of support staff as needed.
  • Acts as intranet gatekeeper for the Atrium, lobbies, Private Dining Room, Banquet Room, building grounds and surrounding area.
  • Attends meetings and participates in committees / workgroups as required.
  • Performs special projects and other duties as assigned.
Full-time Benefits include:
  • Partner level membership to CMA
    • Free, unlimited admission to select Cleveland Museum of Art ticketed exhibitions (two adult member tickets per visit, subject to availability)
    • 50% off admission to select ticketed exhibitions for members' guests
    • Free admission to select ticketed exhibitions for unlimited children, 17 and younger, when accompanied by a member
    • Priority registration and discounts for museum art classes for adults and children
    • 20% discount in the museum store
    • 10% discount in the museum restaurant and caf
    • Annual subscription to Cleveland Art members magazine

  • Free Garage Parking
  • Your employment relationship with the museum qualifies you for free or discounted admissions to other cultural institutions such as the Natural History Museum, Botanical Gardens, The Cleveland Zoo, etc.
  • Medical
  • Dental
  • Vision
  • Life and Accidental Death and Dismemberment Insurance
  • Voluntary Life
  • Short Term Disability
  • Long Term Disability
  • HSA
  • FSA
  • 401(k) with company match
  • Accident Insurance
  • Critical Illness Insurance
  • ID Theft
  • Legal Services
  • Pet Insurance
  • Employee Assistance Program