Coordinator, Special Events

Position Title

Rate of Pay

Special Events Coordinator

$25 per hour

Department

Work Location

Marketing and Business Development

On-site

Reports to

Work Schedule

Director of Special Events and Space Rentals

Flexible; 21 hours per week

FLSA Status

Position Classification

Non-exempt

Part-time

Since its founding at the New York World's Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity. Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives.

NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play. The defining characteristics of Design, Make, Play — open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible. Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people's play. NYSCI has approximately 87 full-time and over 103 part-time and casual staff members.

POSITION OVERVIEW

The New York Hall of Science seeks a dynamic Special Events Coordinator to join our Marketing and Business Development team. This role is essential in promoting and managing the museum's event rental program, supporting revenue generation while showcasing our unique venue to diverse audiences. The Special Events Coordinator will serve as one of the primary points of contact for external event clients, coordinating all aspects of venue rentals from initial inquiry through post-event follow-up.

Key Responsibilities
Client Relations & Sales Support

• Assist with event rental inquiries and booking requests under Director supervision
• Support the Director with venue tours and site visits for prospective clients
• Provide excellent customer service throughout the entire event planning process
• Accurately input client interactions and event details into CRM system
• Help maintain relationships with event planners, corporate clients, and community organizations
• Support annual revenue goals for Special Events and the wider Marketing and Business Development team

Special Event Planning & Coordination

• Assist with coordinating logistical aspects of events including room setup, catering coordination, and vendor management under Director guidance
• Create and disseminate event documentation
• Support communication with internal departments to ensure seamless event execution
• Assist with event setup and breakdown, ensuring adherence to museum policies and safety protocols
• Provide on-site event support during events as directed by the Director
• Conduct basic post-event follow-up with clients and internal stakeholders

Administrative Operations

• Update and maintain event calendar and booking system with accurate event details
• Assist with processing contracts, invoices, and payments in coordination with Finance department
• Organize and maintain event-related documentation and client files
• Coordinate with external vendors including caterers, AV technicians, and decorators
• Help maintain inventory of event equipment

Required Qualifications

• High school diploma or equivalent
• 1-2 years of professional experience in event coordination, hospitality, or venue management OR equivalent customer service experience
• Familiarity with CRM systems or willingness to learn
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Proficiency in Google Workspace
• Customer service experience with ability to build client relationships
• Flexibility to work evenings, weekends, and holidays as required by event schedule

Preferred Qualifications

• Bachelor's degree in hospitality management, marketing, communications, or related field
• Bilingual fluency in Spanish and English
• Experience in museum, cultural institutions, or non-profit events

Skills & Abilities

• Exceptional attention to detail and organizational skills
• Ability to work effectively under pressure
• Strong problem-solving capabilities
• Team collaboration skills and ability to work across departments
• Proactive approach to identifying opportunities and solving challenges

Physical Requirements

• Ability to stand and walk for extended periods during events
• Capability to lift and move up to 50 pounds
• Frequent positioning and repositioning to accomplish job duties
• Ability to work in various environments throughout the museum campus
• Visual acuity for computer work and document review

HOW TO APPLY

Please apply through our online careers page.

Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position.

Application Deadline: November 16, 2025

No phone calls or faxes please.

The New York Hall of Science is an equal-opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. We support a drug-free workplace.

If there are preparations, we can make to help ensure you have a comfortable and positive interview experience, please let us know.

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.

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