Events Coordinator

Description

Position Title:  Events Coordinator
FLSA Classification:  Non-Exempt, Part-Time
Pay Rate: $25.00/hour  

Adventure Science Center’s mission is to open every mind to the wonders of science and technology, fostering a better understanding of ourselves and the world around us. 

POSITION OVERVIEW

The Event Coordinator is responsible for planning and executing internal ticketed events, coordinating external private rentals, and providing the Events Manager with accurate event details, timelines, and logistical plans in a timely manner to ensure successful event execution. 

KEY RESPONSIBILITIES 

Fundraisers, Partnerships, and Community Events (Internal):

• Work across inter-departmental teams to brainstorm ticketed event themes and activities.  Events include but are not limited to: Way Late Play Dates, Science of Beer & Spirits, Red, White, and Boom, and select donor events as needed. 
• Coordinate educational programming and event activities with internal and external collaborators.
• Identify, research, and solicit potential partners to fit the theme and/or educational goals of an event. 
• Working within the budget parameters, source event materials, procure guest needs, and submit applicable permits.
• Create and communicate logistical plans for events, including but not limited to event floor plans, run-of-shows, event programming timelines, and staffing and volunteer needs.
• Execute the day-of event operations by overseeing set up with Facilities, Exhibits, Guest Services, and Engagement teams; managing the run-of-show; facilitating the programming timelines; and ensuring a positive and enriching guest experience. 
• Serve as Manager on Duty (MOD) for after-hour partner programs in the Sudekum Planetarium (1 - 3 times per month), including greeting and directing guests, coordinating with onsite guest service representatives, providing customer service, and managing needs in the event of an emergency.

Private Rentals (External): 

• Serve as the primary point of contact following the sale for appointed daytime and after-hours rentals, including detailing events in Tripleseat, reserving on the central calendar, and relaying pertinent information to relevant department managers through the Internal Event Order (IEO). 
• Facilitate advanced event walk-throughs and rehearsals.
• Serve as the point of contact on the day of events, overseeing logistics, including but not limited to: Lead and oversee event set up, ensuring cleanliness, preparedness, and safety, and that all event spaces are set per client request; Serve as a point of contact for hired security, Facilities, Exhibits, and other science center departments, including relaying pertinent event information and maintaining contact; Serve as the onsite representative for event vendors, facilitating load-in/load-out, and serve as the point of contact for their venue-related needs throughout the event; Assist the client in executing their vision and requirements, including but not limited to: AV connections, décor setup and needs, and guest satisfaction. 
• Ensure all event activities align with the approved IEO instructions and needs and actively oversee the event throughout its duration. 
• When required, collect payments and necessary paperwork. 
• Update Tripleseat data and financials as needed.
• Prepare the event closing report at event conclusion and submit it to Events Manager.
• Work with Events Manager to evaluate and address any event issues and provide suggestions for improvement.
• Send post-event thank you to event clients.
• Utilize reservation software, Blackbaud/Altru, for processing payments. 
• Maintain proficiency in event software Tripleseat, for event management, communication tracking, and financial reporting. 

Other: 

• Provide administrative support to the Events team and maintain event files as needed.
• Other duties as needed/assigned.

Requirements

QUALIFICATIONS

• Associate degree, or equivalent combination of education and 2-3 years of event coordination or hospitality experience.
• At least one year of catering or event management experience, preferably in a rental venue setting. 
• Ability to work flexible and varied hours, including nights, weekends, and/or holidays
• Excellent written and verbal communication skills, including the ability to effectively explain technical and/or event-related concepts across a wide range of client types (donors, community leaders, musicians, industry trade groups, event organizers, and others). 
• Excellent customer service skills and a commitment to client satisfaction 
• Ability to work as a team member with a positive, helpful attitude in developing creative responses and solutions to needs and issues
• Ability to maintain the strictest of confidence as required 
• Ability to work independently and display sound judgment 
• Ability to handle multiple projects and priorities. 
• Professional appearance and demeanor. 
• Must be a team player and demonstrate the ability to interact effectively with co-workers, volunteers, the public, and vendors.
• Demonstrate ability to keep ASC as top priority, contributing to the success of the entire organization and the success of co-workers

SPECIAL CONDITIONS 

• Must be at least 18 years old 
• The work environment involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms, use of safe work practices with office equipment, avoidance of trips and falls, and observance of fire regulations. 
• Typically, walking, standing, bending, and carrying light items (up to 20 pounds unassisted), and 50 pounds assisted are required. At times, the employee may sit comfortably to do the work. Also, the employee must have manual dexterity, visual and auditory acuity. 

BENEFITS AND PERKS  

• Free onsite parking 
• 401(k) with Employer Match  
• Complimentary membership to Adventure Science Center  
• Free or discounted admission to local venues, including The Nashville Zoo, The Frist Art Museum, Nashville Shores, Cheekwood Estate and Gardens, and more!  
• Eligibility for Public Student Loan Forgiveness  

No phone calls, please. Due to the volume of applications received, we will only contact candidates selected for interviews.   

This is intended to be a description of the general nature and level of work to be performed.  This job description should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.   

These responsibilities and duties are subject to change at any time.   

Adventure Science Center is an Equal Opportunity Employer.