Special Events Coordinator

Position: Special Event Coordinator Reports to : Director of Special Events Position Type : Full time, Year- round, non-exempt. Hours : 40 hours a week including some weekends, nights, and holidays. About Us: Genesee Country Village & Museum is the largest living history museum in New York and the third largest in the country. The Museum opened in 1976 and includes 68 buildings in the Historic Village, the Genesee Country Nature Center with 5 miles of trails, and the John L. Wehle Gallery collection of wildlife and sporting art and 19th-century clothing. Position Overview Coordinate and assist with the programmatic success of the Museum’s site-wide, large-audience special programs to ensure they are well-organized, engaging, and enjoyable for visitors and event partners and vendors. Event Support & Coordination (80%) Support the Director of Special Events with cross-departmental program coordination and development, contracting, staffing, volunteer management, day-of support, clean-up, and evaluation for approx. 16 large-scale events including two scripted, guided tours. Help oversee the day-of coordination of events including supervising key programming and logistics activities, communicating with on-site staff, and problem-solving issues that arise to ensure a smooth event. Maintain and continue development of project management software (Smartsheet) containing and communicating program details, operation tasks, and contracting information. Create and send contracts; clearly communicate with, set expectations for, and oversee vendors and performers as assigned for a variety of Museum programs. Manage production and distribution of materials for event setup and registration as assigned; develop wayfinding signage, vendor check-in lists, and other event coordination needs. Support the onboarding and supervision of seasonal Special Events Assistant. Additionally assist the Director of Special Events with: Stewardship of relationships with outside event and program partners, including vendors and contracted performers. Auditions, casting, rehearsals, and program delivery for guided tours. Monitoring and developing event budgets and supporting overall fiscal management. Historical research and analysis as needed to justify the creation of new events or the revision of existing events. Museum Support (20%) Attend and actively participate in regularly scheduled meetings; schedule cross-departmental meetings as needed to ensure clear expectation-sharing and communication. All-hands-on deck tasks are a requirement for all staff members- regardless of job title or seniority within the organization and may include assisting with food service, programming, and set up and tear down of large-scale events at the Museum. Minimum Qualifications: Demonstrated ability to work with individuals of varying cultural backgrounds, identities, ages, and abilities. Skills and abilities generally gained through an undergraduate degree in business, organizational management or related fields. Proficiency working with database or project management software, Canva, and Microsoft Office. Strong communications skills, oral and written, including presentation and public contact skills. Able to work independently and be highly self-motivated. Organized, flexible, and able to handle multiple priorities in a fast-paced work environment, with a continuing focus on deadlines. Successful employment experience (2-3 years preferred) in a similar discipline, such as group sales, conference and event planning or workshop coordination. Working Conditions: Travel as needed. Must possess a valid state-issued driver’s license and ability to drive Museum vehicles as required. Lifting up to 20 lbs.; standing for up to 90 minutes; walking up to 1 mile. Work is performed outdoors at the Museum in and around Museum buildings year-round and in varying weather conditions, as well as in a sedentary office setting. Pay Range: $17.50– $18.50/hour Benefits: GCV&M isproud to support the health and wellbeing ofour employees. We offer a competitive, comprehensive benefits package that includes Medical, Dental, Vision, Life Insurance, NYS Disability, Supplemental Disability, Vacation, Personal time, Floating Holidays,accruedNYS Sick Leave,and an employeeassistanceprogram. Every employee is provided with a yearly family level membership to GCV&M. Equal Employment Opportunity Statement Genesee Country Village & Museum is committed to a policy of Equal Employment Opportunity with respect to all employees, applicants, and interns for employment. We recruit, hire, train, and promote without discrimination due to race, color, sex, age, disability, religion, citizenship, national origin, military or veteran status, marital status, gender identity and expression, sexual orientation, and any other status protected by applicable federal, state, or local law. Commitment to Representation: Museums have a vital role to play as community anchors—spaces where history, culture, and identity are preserved, celebrated, and made accessible to all. To truly fulfill this mission, museums must build intentional, ongoing relationships with the communities they serve—especially those historically underrepresented. Genesee Country Village & Museum is actively committed toexpanding our interpretation andexhibitsto include voices and perspectivesfrequentlyunderrepresented in museum collections,the telling of history, andoutdoorspaces.Guided by our mission, values, and inclusive culture of curiosity, we strive to ensure that all visitors, volunteers, and employees feel safe, welcomed, and celebrated throughout their museum experiences. #J-18808-Ljbffr Genesee Country Museum