Special Events Coordinator

Job Description

Job Description

This position is responsible for the development, logistics, and day-to-day coordination of special events and activities in accordance with Center standards and budget guidelines.

Essential Duties & Responsibilities

1. Oversee facility rentals throughout the Science Center campus, including the STEM Building, Science Center, classrooms, and outdoor spaces for private events, workshops, conferences, meetings, weddings, receptions, and community gatherings.

2. Serve as the primary point of contact for event and rental clients, coordinating logistics, contracts, scheduling, vendors, and communications from initial inquiry through event completion.

3. Serve as the Center’s primary liaison for scheduling birthday parties. Act as the host for birthday party events and ensure their successful execution. Maintain all birthday party bookings within the Center’s published operating hours.

4. Coordinate and organize public events with assistance from the Events Assistant, including calling planning meetings, developing event schedules, and coordinating event logistics.

5. Conduct facility tours for birthday parties and other facility rentals, assist in promoting rental opportunities, and support efforts to increase event and rental revenue.

6. Provide on-site event coordination and support, including evenings and weekends as required.

7. Maintain accurate event records and documentation. Monitor guest attendance and obtain any required authorizations or approvals for special programming associated with events.

8. Prepare reports tracking event income and expenses. Monitor budgets, expenditures, and profitability for birthday parties and special events.

9. Assist with clerical and administrative tasks as assigned. Provide support to the Director of Events and Vice President of Revenue as needed.

10. Adhere to all Center policies and procedures.

11. Perform other duties as necessary to fulfill the responsibilities of the position.

Knowledge, Skills, and Abilities

1. Energetic, creative, and outgoing personality with the ability to take initiative and inspire confidence among professional staff, volunteers, and the general public.

2. Excellent oral and written communication skills, with the ability to interact effectively with staff and the public.

3. Strong organizational, time-management, and multitasking abilities.

4. Ability to coordinate multiple projects simultaneously.

5. Proficiency in personal computers and associated software applications, including word processing, desktop publishing, and spreadsheet programs.

6. Ability to work independently and collaboratively in a fast-paced environment.

7. Commitment to the mission and vision of the Center.

8. Ability to transport oneself, supplies, and equipment to and from special events, including those held off-site.

Certifications, Licenses, and Education

1. Bachelor’s degree preferred in business, event planning, hospitality, or a related field; or a minimum of five years of experience coordinating special events.

2. Minimum of two years of experience in event planning or a similar role.

3. Valid driver’s license required.

Work Environment and Expectations

1. Typical work schedule is onsite, Monday through Friday; however, evening and weekend work is required as needed.

2. Ability to lift and carry up to 80 pounds.

3. Combination of indoor and outdoor working environment