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Event Coordinator, Development

2 months ago

Houston, United States The Museum of Fine Arts, Houston Full time

Title:Event Coordinator, Development

Reports to:Event Specialist, Development

Pay Type:Full-Time, Regular, Non-Exempt, 35 hrs/week

Salary:$18-24/hour, Commensurate with Experience and Education

Benefits:Group Medical and Dental Insurance, Life and Long Term Disability, Insurance, Retirement Plan, Flexible Spending Plans, Paid Time Off, Reserve Time Off, Holiday Pay, Museum Membership and Discounts

Work Schedule:Monday - Friday, 9am - 5pm, plus night and weekend events, as needed

Work Location:5100 Montrose, a non-smoking facility

  • The Event Coordinator, Development, serves as invaluable support to the Development Special Events team that executes over 40 events a year. This position works at the direction of the Event Specialist, Development, within the Special Events Department, Development.
  • Duties include but are not limited to:
    • Assist in the execution and planning of VIP external events for donors, including but not limited to Trustees, Leadership Circle individuals, or Corporate Partner events
  • Assist in the execution and planning of Stewardship events, including Planned Giving and Annual Fund events; includes day-of/on-site assistance for all Stewardship events
    • Provide on-site assistance at other development events as needed, such as fundraising events, patron group events, external events, etc.
  • Specific duties to include but are not limited to:
    • Assist with event production including the coordination of event details and logistics, task coordination and management, troubleshooting/problem solving, and communicating with vendors, including but not limited to catering, photography, entertainment, dcor, rentals, audio-visual, valet/HPD, etc.
    • Communicate with clients with the utmost of tact and diplomacy
    • Assist with creation and updating of event documents such as timeline, BEO and diagrams
    • Assist with executing event contracts, cost estimates and client and vendor invoices in a timely manner
    • Assist with dcor selections and recommendations, as needed by clients
    • Actively participate in meetings with clients, vendors, and internal museum departments
    • Work with Event Specialist, clients and in-house bar service provider to create bar package for events
    • Actively work with key museum departments to smoothly plan and execute all facets of events, including submitting internal event paperwork and keeping lines of communication open between relevant departments and vendors
    • Prepare documents for meetings with internal departments, clients, vendors, etc.
    • Assist with executing the flow of the event and the guest experience
    • On-site for load-in and load-out of vendors and clients at events, as scheduled
    • Communicate with internal departments during events as needed, including Security, Engineering & Facilities, Housekeeping, etc.
    • Provide on-site support for vendors and clients during the event
    • Maintain donor relationships, before, during, and after event
    • Coordinate "behind the scenes" activities during the event to ensure the event runs smoothly, including vendor communications and troubleshooting
    • Assist in creating documents, as needed, for potential clients that showcase event spaces and inform about Museum rules and pricing charts, etc.
    • Assist with creating revenue reports
    • Maintain post-event tracking spreadsheet, including event data and finances
    • General office assistance including fielding phone calls and miscellaneous errand running, as needed
Skills, Knowledge and Abilities:
  • Must have meticulous attention to detail and follow-through with strong organizational skills.
  • Must be highly motivated.
  • Must be able to work independently but also within a close team environment.
  • Must have a high degree of creativity.
  • Must be flexible.
  • Word processing skills (Microsoft Word/Excel/Outlook).
  • Experience with museum software systems ideal (D365, EMS).
  • Strong verbal and written communications skills.
  • Commitment to routinely go above and beyond expectations.
  • Sound judgment and decision making.
  • Strong project management skills.
  • Must be able to work nights and weekends, as needed.
  • Must have a high level of energy with the ability to work under pressure, meet deadlines, achieve goals, prioritize tasks, memory recall, and multitask while working within a budget.
  • Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy.
Education and Experience:
  • Bachelor's Degree required.
  • Three or more years in event planning and implementation, with experience in fundraising preferred.
  • Proven track record in special events planning and implementation and/or project management.
  • Experience providing programs of excellence and outstanding customer service.
  • Experience working in an office environment required.


Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department:HR@mfah.org