Special Events Coordinator

Job Description

Job Description

Position Title: Special Events Coordinator 

Department: Development

Reports To: Senior Manager of External Affairs

Position Classification: Full-time, Hourly (Non-Exempt), Benefits-Eligible

Work Location: Onsite at the Queens Museum 

Work Schedule: Full-time (4-5 days/week) ; mornings, evening and weekend work is required to support fundraising events, donor activities and rental events. 

Salary Range: $25/hr to $32/hr

Management Classification: Non-Supervisory

About the Queens Museum

The Queens Museum is dedicated to presenting the highest quality visual arts and educational programming for people in the New York metropolitan area, and particularly for the residents of Queens, a uniquely diverse, ethnic, cultural, and international community.

The Museum fulfills its mission by designing and providing art exhibitions, public programs, and educational experiences that promote the appreciation and enjoyment of art, support the creative efforts of artists, and enhance the quality of life through interpreting, collecting, and exhibiting art, architecture, and design.

Position Overview

The Special Events Coordinator (SEC) reports directly to the Senior Manager of External Affairs and will work  closely with colleagues in Development and other departments across Queens Museum, as well as external clients. The SEC will be responsible for developing, executing, cultivating and overseeing the Museum’s space rental program, including private and corporate rentals—such as studio and film rentals, birthday parties, weddings, galas, and meetings—to generate earned revenue contributions. This role entails overseeing full event operations and administrative coordination. Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events. The SEC reports to and works closely with the Senior Manager of External Affairs (SMEA). 

Essential Functions

• Support and lead the planning and execution of the Museum’s Special Events, Rentals, Fundraising Events, Cultural Programming, Birthday Parties, Membership Events and Annual Events (Annual Gala and Spring/Summer Party)

• Develop a list, relationship and contracts with preferred caterers and vendors

• Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients to support successful space rental and event execution

• Manage event calendars, supplies, invoice processing contracts, permits, certificates of insurance and other compliance related documentation as well as other administrative functions

• Track rental space and rental events revenue 

• Coordinate event production details such as pre-event planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals transportation, security, setup, breakdown and on-site  staffing assignments during events

• Oversee space rentals and events - mornings, nights and some weekends are required

• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience

• Provide onsite event registration and rental guest experience support

• Maintain existing and develop and market new rental space opportunities through various different avenues - studio and film rentals, birthday parties, weddings, galas, and meetings

• Research new rental and funding prospects and support all efforts to identify, cultivate, and steward new and existing donors and revenue

This list represents the essential functions of the role, this list does not constitute an exhaustive list of job functions

Skills & Qualifications

• Demonstrates initiative, detail oriented, resourcefulness and a creative approach to problem-solving

• Thrives in culturally diverse settings

• Displays a high level of support for colleagues, builds professional and respectful relationships with others 

• Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information

• Adaptability and flexibility

• Ability to work independently and as a team player in a fast-paced environment, handling multiple tasks and adhering to deadlines

• Proven ability to generate earned revenue and create new revenue generating opportunities 

• Prior experience planning large scale events, rentals and donor programs

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after events

• Ability to think creatively, synthesize information effectively, and tailor information to appeal to a broad spectrum of funder interests

• Ability to anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up

Requirements