Event Coordinator

Job Description

Job Description

Salary Description: $22.79

Classification: Non-Exempt

Organizational Description

Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden's mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization.

Position Summary: The Visitor Operations Team presents ongoing and seasonal festivals, private events, and public events to drive year-round attendance to Naples Botanical Garden. This includes a variety of free and fee-based activities that support the Garden's mission, engage the community, and encourage visitation. The Event Coordinator is the onsite supervisor of all public and private event tasks. This position plays a vital role in ensuring the accurate execution of event plans by managing inquiries and coordinating the institutional calendar for festivals, programs, and events. This position is a power user of event management tools, like Tripleseat, and project management tools, like Monday.com. Other duties will focus on supporting the Visitor Operations Manager with the production of public and private events including cocktail receptions, corporate meetings, and more. This role requires a flexible work schedule, exceptional organizational skills to oversee the institutional calendar, and collaboration with various departments to ensure seamless experiences for our visitors and clients. With growing demand for private event space, the Event Coordinator is central to creating memorable and profitable experiences for all clients.

Primary Duties and Responsibilities:

External Bookings and Customer Service

• Maintain the Private Event Inquiry form and booking process.
• Provide prompt, friendly, and knowledgeable guidance to groups and individuals inquiring about hosting their event at Naples Botanical Garden.
• Develop event timelines, working closely with the Operations team on logistics of public and private events including setup, floorplans, and all other logistical needs.
• Be the primary contact for private event vendors such as event planners, caterers, and others. Schedule and manage said vendors by hosting site visits and preparing contracts.
• Effectively and efficiently use a variety of systems to communicate and manage available resources and needs.

Internal Space Management and Interdepartmental Work

• Manage institutional calendar of Garden-wide public and private events.
• Maintain the Internal Event Inquiry form and booking process.
• Meet regularly with Garden staff to coordinate event execution.
• Provide appropriate information and materials to other departments in a timely manner.
• Provide on-site supervision of all public and private events.
• Coordinate printing and signage needs for all public and private events.
• Code invoices and process check requests; perform related administrative duties.
• Ensure all necessary insurance policies, purchases, and contracts are completed in a timely and professional manner, and that all required documentation is provided to the appropriate staff leadership.
• Provide assistance and support to Community Relations team with processing donation requests.
• Support the Philanthropy team with luncheons and other Donor-related events.
• Develop relationships with counterparts at other botanical gardens and museums.
• Support relationships with external festival and public event partners.

Requirements/Qualifications:

• Bachelor's Degree preferred with 3+ years of successful event, project, or nonprofit experience in managing events, programs, and/or projects.
• Demonstrated ability to communicate effectively and work collaboratively with peers, colleagues, and volunteers.
• Commitment to excellence.
• Proven history of success working in a fast-paced environment in which coordination with internal and external audiences is required.
• Proficiency in Microsoft Office Suite and Visio. Ability to learn and use additional software programs, such as Monday.com and Tripleseat.
• Attention to detail with high standards for accuracy.
• Highly organized with the ability to handle multiple assignments in a collaborative, deadline­ driven environment.
• Must be resourceful, innovative, and flexible.
• Excellent verbal and written communication skills.
• Ability to follow instructions, respond to management direction; take responsibility for own actions; keep commitments; complete tasks on time.
• Pre-employment background check required.

Benefits:

• Medical
• Vision
• Dental
• Life Insurance
• Retirement Plan with matching
• Long-Short Term Disability
• PTO
• Paid Holidays
• Garden Perks

Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long-standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.