Special Events Coordinator

The Mark Twain House & Museum offers a robust slate of programming, including private facility rentals, museum programs, and other special events. These events take place during the museum’s public hours, as well as before and after hours. The Special Events Coordinator will be responsible for providing coordination and support for varied operational aspects of these events, with a particular emphasis on serving as a primary line of contact for private events and as an ambassador to clients and guests in matters of AV and technical support both before and during events. Excellent customer service, communication, and organizational skills are non-negotiable. This position will require flexibility and non-standard work hours including weekends and evenings.

Principal Duties and Responsibilities:

• Responding to private facility rental inquiries in a timely, effective, and proactive manner.
• Show the facility and track rental prospects, follow up as needed.
• Understand the complex needs for different events, diverse clients and identifying the client’s unique requirements and expectations for each event, as well as the intricacies of each space’s protocols and guidelines.
• Coordinate and monitor programs and private events on the Museum Calendar to ensure a cohesive calendar and maintain open communication lines to other departments.
• Under supervision of Director of Public Programs and Private Events, issue contracts to rental clients. Ensure all contractual agreements are met by all parties, and that rental procedures and policies are enforced including rental contracts, event liability insurance policies, catering licenses, associated correspondence, and other related documents.
• Issue invoices and collect payments in a timely manner in partnership with Accounting Department.
• Maintain open communication lines with catering vendors and rental companies regarding logistics including delivery and pickup times.
• Communicate closely with appropriate museum staff prior to and during events to ensure all event details are understood and carried out.
• Be an on-site presence at assigned events and programs; assisting with the coordination of client and program requirements, including museum sound system, video displays, and various audio/visual needs, including providing day-of event orientation for clients.
• Act as the face of the museum and as a representative during assigned events, programs, and rentals to carry out the logistical management of these events.
• Act as liaison with staff and guests during functions, ensuring that space is used appropriately and according to the museum’s stated guidelines. Respond to client requests, such as lighting or set up changes, or use of museum property (podium, easels, projectors, microphones).
• Address guest concerns in a friendly and courteous manner demonstrate good problem-solving and conflict management skills.
• Ensure all museum supplies and equipment are returned to proper storage areas, and galleries are returned to normal configuration. Ensure equipment is properly charged and all batteries are functional when needed.
• Provide high-quality customer service to clientele; work as part of a team to ensure smooth, efficient space usage and seamless event logistics for customers.
• Other duties as assigned.

Internal Contacts: All staff and trustees having Special Events

External Contacts: Clients, caterers, rental companies, and any other people who are involved with an event

Qualifications:

• At least 2 years of administration, hospitality, events, and/or AV experience required
• Excellent written, verbal, and interpersonal communication skills
• Ability to manage complex calendars and events and to thrive in a fast-paced environment
• Experience and familiarity with a wide range of Audio-Visual equipment and technology
• The candidate must have strong professional communication skills
• Must be self-motivated and able to work with minimal supervision
• Must be detail oriented, able to multi-task, and adapt to changing priorities and situations

The Special Events Coordinator must have the ability to work successfully with all people in contact with the organization without regard to race, color, religion, sex, age, sexual orientation, national origins, or disabilities.

Disclaimer: This description indicates the general aspects of the position and is not intended to be a comprehensive inventory of all duties, responsibilities, and qualifications of this position. Management may add to or modify the duties of this position or designate other functions as essential at any point in time.

The mission of The Mark Twain House & Museum: From this house, Mark Twain changed the way the world sees America and the way Americans see themselves. We carry on his legacy.

Pay: $20.00 per hour

Expected hours: 20.0 – 25.0 per week

Work Location: In person