Special Events Associate

Job Description

Job Description

Special Events Associate

Location: International African American Museum (IAAM), Charleston, SC
Schedule: Varies weekly with on-site attendance for all assigned events. Evening and weekend availability required. General schedule is 10 a.m. to 5 p.m.; can work as late as 12 a.m. for some events. Part-time up to 26 hours per week. This is a hybrid role, therefore must be bale to work remotely with internet access.

Join Our Team

Here is your opportunity to help create memorable experiences at one of the nation's premier cultural institutions while highlighting the impact, variety of work, and growth potential.

The International African American Museum (IAAM) is seeking a dynamic, customer-focused Special Events Associate to support the Museum's growing Special Events and Rentals program. This role is ideal for an organized, detail-oriented professional who enjoys building relationships, coordinating memorable events, and delivering exceptional guest experiences.

Working closely with the Special Events & Rental Manager, you'll serve as a key point of contact for prospective clients, vendors, and internal stakeholders, guiding events from initial inquiry through successful execution. From elegant receptions and corporate gatherings to community celebrations and museum programs, you'll help bring extraordinary experiences to life in one of Charleston's most distinctive venues.

Perks and Benefits

• Competitive wage, paid biweekly, holiday worked pay
• Free parking for part-time employees valued at $3,250 annually
• Free museum membership and reciprocal access to many local attractions.
• Free uniform

What You'll Do

As the Special Events Associate, you will:

• Serve as the primary point of contact for rental inquiries, responding promptly and professionally by phone and email.
• Consult with prospective clients to understand their event vision, staffing needs, technology requirements, vendor coordination, permits, and logistical details.
• Guide clients through the booking process, providing exceptional customer service from inquiry through event completion.
• Prepare contracts, collect payments and required documentation, maintain accurate event records, and manage administrative details.
• Develop event floor plans, event briefings, timelines, and operational documents to ensure seamless event execution.
• Coordinate with internal departments, vendors, and event partners to support successful events.
• Conduct site tours and showcase the Museum's unique event spaces to prospective clients.
• Serve as on-site event staff for external rental events and selected internal Museum events.
• Recruit, schedule, and coordinate event support staff and volunteers.
• Maintain current event marketing materials, service offerings, and pricing information.
• Stay informed on industry best practices, event trends, and applicable permits and regulations.
• Support additional special projects and departmental initiatives as assigned.
• Handle access to personal documents with professionalism and discretion.

What We're Looking For

The ideal candidate is a proactive professional who thrives in a fast-paced environment and enjoys balancing client service with detailed event coordination.

Required Qualifications

• Strong written and verbal communication skills.
• Exceptional customer service and interpersonal skills.
• Outstanding organizational skills with strong attention to detail.
• Ability to manage multiple priorities while meeting deadlines.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Ability to maintain confidentiality and professionalism.
• Proficiency with Microsoft Office Suite or similar business software.
• Knowledge of event planning processes, logistics, and applicable permits and regulations.
• Willingness to work a flexible schedule, including evenings and weekends, based on event needs.
• High school diploma or equivalent

Preferred Qualifications

• Two or more years of experience in event planning, hospitality, customer service, sales, retail, or a related field.
• Experience coordinating special events from planning through execution.
• Experience working with clients, vendors, and cross-functional teams.
• Bachelor's degree in Hospitality, Event Management, Business Administration, Public Administration, or a related field.

Physical Requirements

• Ability to stand and walk for extended periods during events.
• Ability to lift and carry up to 25 pounds.
• Ability to work a flexible schedule to support event operations.
• Ability to work outdoors in varying temperatures for extended periods.

Why Join IAAM?

At the International African American Museum, every event contributes to a mission of education, reflection, and community engagement. As a member of our Special Events team, you'll help create meaningful experiences for clients and guests while supporting one of the country's most significant cultural institutions.

If you're passionate about hospitality, event planning, and delivering exceptional service, we'd love to hear from you.

The International African American Museum is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change based on organizational needs.

10 a.m. to 5 p.m., days will vary. Shifts may be as late as midnight. Must be available to work weekends and holidays as needed.
Up to 26 hours weekly