Special Events Coordinator

Job Purpose:

The Special Events Coordinator is responsible for the logistics, administration, and facilitation of a wide range of rental, cultivation, and other events at Hagley. Under the direction of the Special Events Manager, the Coordinator ensures the delivery of high-quality guest and client experiences at all stages of the event planning and fulfilment process

Specific Duties:

Administration:

• Responds to initial wedding rental inquiries in a timely, professional manner
• Schedules and leads initial site visit for potential weddings and other rental clients
• Reports details of client bookings at the contracting stage to the Special Events Manager
• Schedules final walk-throughs with Special Events Manager, wedding clients, wedding planners, and caterers prior to events
• Recruits and trains Building Managers from within current Hagley staff
• Maintains communication with booked clients to ensure timely receipt of deposits, final payments, and certificates of insurance from wedding clients and preferred vendors for weddings and other events
• Schedules and liaises with mobile food service vendors for outdoor Hagley events including, but not limited to, Fireworks at Hagley, Hagley Car Show, Hagley Craft Fair, and Summer Nights at Hagley
• Submits and tracks projects and tasks through Hagley’s work request system

Facilitation

• Coordinates the physical setup and breakdown of all Hagley events independently; with seasonal, part-time events staff; and/or with custodial staff through Hagley’s work request system as appropriate
• Serves as day-of site coordinator for all weddings as well as other rentals and Hagley events as needed.
• Schedules part-time operational staff and building managers for smooth event operations
• Schedules Hagley photo guides, shuttle drivers, and additional building manager staff for weddings, as needed
• Monitors events department supply inventories and places order for new supplies when necessary
• Supports Special Events Manager in hosting open houses, meet-ups, and other initiatives to promote site rental among wedding and event industry professionals and directly to potential clients

Minimum Experience and Required Skills:

• An associate’s degree is required for this role, a bachelor’s degree in business, hospitality, or other related field is preferred
• Minimum professional experience of two (2) years in customer service, operations, or other related fields is required for this role, three (3) or more years of experience are preferred
• Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
• Demonstrated organizational skills required
• Strong written and verbal communication skills required
• Successful track record of working in deadline-driven environments
• Ability to work in a team environment
• Must be able to lift and carry up to fifty (50) pounds
• Must possess a valid driver's license

Schedule:

Must be able to work a consistent Tuesday through Saturday schedule, adjusting hours as needed, for additional evening and weekend availability as needed.

Compensation:

$40,000.00 annually

Benefits:

Hagley offers competitive benefits packages and work/life balance, including health insurance (medical, dental and vision), 403(b) with match plus a contribution from Hagley equal to 7% of your base salary following one year of service, institution paid life insurance, short term and long-term disability benefits. In addition, you will receive twenty-five (25) PTO days per year plus eight (8) recognized holidays and a thirty-five (35) hour work week. Employees, their families, and friends receive complimentary admission to Hagley and employees receive complimentary admission to Smithsonian affiliated institutions.