Job Description

Full job description

REPORTS TO:
Senior Events Manager & Volunteer Administrator

BASIC FUNCTION:
The Special Events Coordinator is responsible for facilitating internal and external events for the Brandywine Conservancy & Museum of Art. Works in conjunction with the Senior Events Manager & Volunteer Administrator as well as the Director of Volunteers, Events & Café Operations.

POSITION RELATIONSHIPS:
The Special Events Coordinator develops and maintains contact with client and business professionals from the area to schedule and produce private events. Coordinates with Marketing & Communications, Facilities and Custodial departments, Security, Volunteer, Museum shop, Café & Catering staff and Conservancy staff as necessary for internal and external events.

RESPONSIBILITIES:

• Coordinates with Senior Events Manager & Volunteer Administrator to schedule private events, museum events, rentals and meetings in coordination with the Brandywine Conservancy & Museum of Art’s main calendar.

• Utilizes newly renovated Courtyard and Waterview Room for facilitating revenue generating events.

• Responds to event inquiries, and reports on private event activity on a weekly basis.

• Prepares and mails wedding and private event packets. Issues contracts for each event and submits contracts to Senior Events Manager & Volunteer Administrator for uploading into DocuSign software for distribution and signatures from clients and the Executive Director.

• Schedules appointments and site-tours for potential clients. Plans meetings with clients to discuss and finalize details of events.

• Creates a timeline and floor plan for clients and staff.

• Schedules deliveries from vendors prior to events.

• Reports financial data (P/L) to Senior Events Manager & Volunteer Administrator on a weekly basis.

• Processes rental invoices as well as enters check requests for payments from other vendors in Intacct, a financial software system.

• The Special Events Coordinator must attend and oversee their contracted events as well as assist with department wide events as needed.

• The Special Events Coordinator will assist in set up and take down following the timeline for the event and communicating with vendors (party rental suppliers, photographers, bakery, musicians, and catering staff) and visitors to the Museum.

• Supports Brandywine Conservancy & Museum of Art’s annual events and activities as needed (Plant Sale, Concerts in the Courtyard, Bike the Brandywine, Holiday decorating, Annual Critter Sale, etc.)

• Fills in and works with the Senior Events Manager & Volunteer Administrator as needed.

• Accepts other assignments as required.

ESSENTIAL REQUIREMENTS:

• Three years’ experience in a similar position.

• Ability to work evenings and weekends as needed to supervise events.

• Excellent leadership and communication skills.

• Strong organizational and planning skills.

• Capable of multitasking while remaining focused.

• Act in a professional and team spirit.

• Proficient in Microsoft Office Suite.

• Ability to stand for three or more hours.

• Available personal transportation to and from the workplace and to such other sites as may be necessary.

• Ability to lift 20 pounds.

Please send cover letter and resume to [email protected] .

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law. The Brandywine Conservancy & Museum of Art is committed to building a culturally diverse staff.

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