Event Coordinator at Old World Wisconsin - LTE

Introduction

The Wisconsin Historical Society , considered one of the nation's finest historical institutions, is a State of Wisconsin government agency as well as a mission-driven entrepreneurial organization. The Wisconsin Historical Society (WHS), founded in 1846, ranks as one of the largest, most active and diversified state historical societies in the nation. As both a state agency and a private membership organization, its mission is to help people connect to the past by collecting, preserving, and sharing stories. At its core, WHS believes that increasing the public's knowledge of history has profound societal, cultural, and economic benefit. Its library, archives and collections, historic sites and museums, historic preservation office, and extensive educational programs and community outreach are focused on our vision to enrich and transform lives through unparalleled access to history. Click here for more information about WHS' mission, vision, and core values.

WHS is committed to being a diverse, equitable, and inclusive organization because we truly believe this is the most effective way to attract, engage, and retain the best talent and the most meaningful way to support our mission.

Position Summary

The Event Coordinator is responsible for planning and coordinating Old World Wisconsin's (OWW) private
facility rental program and in-house site events under the general supervision of and in collaboration
with the General Manager - Guest Services. The Event Coordinator is responsible and accountable for
proactive leadership, direction and support of the fundamental activities and functions vital to all
phases of our rental program. This includes sales, marketing, account and customer management, in
addition to logistical planning and event execution. This position averages 20 hours per week.

Duties:

• Execute all rental event day of activities from start to finish.
• Maintain annual calendar of facility rentals in coordination with OWW Team to correspond to public programs and events.
• Develop and maintain a calendar and database for coordinating event logistics, third party vendors, and clients.
• Establish event details, vendor expectations, food and beverage plans, run of show, and payments as part of contracting with client.
• Establish standard formats for run-of-show to communication event logistics, schedule, setup needs, and other coordination including internal logistics such as maintenance, security, and janitorial needs both before, during and after events.
• Advise and maintain event furnishings such as tables, chairs, bar equipment, and other infrastructure required to enhance event capacity and standards.
• Coordinate and execute set-up and tear-down of rental spaces. Including moving tables, setting chairs, emptying trash, and general duties aligned with space rental.
• Collaborate with General Manager-Guest Services to identify and implement staffing and volunteer needs to successfully implement events to ensure that the facilities are in excellent condition at all times.
• Create promotional material, including but not limited to photos of the rental locations, brochures, and other marketing materials.
• Assist in development of strategy for outreach to target markets such as weddings, reunions, and corporate rentals.
• Develop and communicate event parameters and effectively guide clients to a positive event experience and coordination.
• Other duties as assigned

Salary Information

Pay is $17.00 per hour with a weekend differential of 80 cents per hour. This classification is in schedule and class 07-04.

Please note this is a Limited Term Employment position so it does not include paid time off or benefits upon hire.

Job Details

A criminal background check will be conducted by WHS prior to an offer of employment to determine if the circumstances of any conviction may be related to the job.

This is a Limited Term Employment (LTE) position and limited to 1,039 hours. This position will be part time and average 20 hours per week.

Wisconsin residency is required for Limited Term Employment positions.

Limited Term Employment (LTE) positions are not civil service classified positions, do not give any rights to permanent civil service classified positions and do not lead to permanent status.

WHS does not sponsor work visas. Any appointment made will be contingent on the applicant being able to prove valid status to work in the United States.

Qualifications

• Experience in the field of event assistance
• Excellent communication and organizational skills and ability to juggle many priorities
• Ability to manage client expectations and set clear parameters.
• Computer skills including excellent knowledge of Microsoft Office
• Experience in revenue management (e.g. tracking payments, invoices, and contracts)
• Ability to work on own, as well as in a team environment
• Availability and ability to work weekends and late evenings
• Availability and ability to work indoors and outdoors in all weather conditions
• Ability to lift up to 30 pounds, be on one's feet for many hours, and transverse a magnitude of
  terrain.

How To Apply

Apply online! To apply, click "Apply for Job" to start the application process. Then, you will access your existing account or to create a new account if you don't have an account. Once you are logged in, click "Apply for Job." Follow the steps outlined in the application process and submit your application.

Your letter of qualifications and resume are very important parts of your application and are used during our evaluation process to determine your qualifications as they relate to the job. For instructions on developing your resume and letter of qualifications for your application and what should be included in these materials, click here .

Submitted materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the hiring process.

We are an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Questions can be directed to View email address on click.appcast.io or View phone number on click.appcast.io

Please see the Frequently Asked Questions for general wisc.jobs user information and technical assistance.

Deadline to Apply

Applications will be accepted until the position is filled.