Dynamic Special Events & Rentals Coordinator

Queens Museum; New York (NY); On-site; USD 34,000 - 44,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Paid Holidays

Retirement Benefits (401K, Pension)

Employee Assistance Program

Free affiliate admission to most US M

Job summary

Queens Museum seeks a Special Events Coordinator to develop and oversee its space rental program, from private and corporate rentals to studio and film shoots, weddings and galas, generating earned revenue. Reporting to the Senior Manager of External Affairs, you will lead coordination, vendor contracts, budgeting, and post-event summaries, with on-site presence for events and occasional evenings/weekends.

This is a full-time, on-site role based in Corona, NY, requiring a flexible schedule and a

Qualifications

• 3+ years of nonprofit fundraising and event planning experience.
• Familiarity with fundraising software or CRM tools.
• Availability to work onsite and mornings/nights/weekends as required.
• Excellent written, verbal and organizational skills.

Responsibilities

• Support and lead the planning and execution of the Museum’s Special Events, Rentals, Fundraising Events, Cultural Programming, Birthday Parties, Membership Events and Annual Events (Annual Gala and Spring/Summer Party)
• Develop a list, relationship and contracts with preferred caterers and vendors
• Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients to support successful space rental and event execution
• Manage event calendars, supplies, invoice processing contracts, permits, certificates of insurance and other compliance related documentation as well as other administrative functions
• Track rental space and rental events revenue
• Coordinate event production details such as pre-event planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals transportation, security, setup, breakdown and on-site staffing assignments during events
• Oversee space rentals and events - mornings, nights and some weekends are required
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
• Provide onsite event registration and rental guest experience support
• Maintain existing and develop and market new rental space opportunities through various different avenues - studio and film rentals, birthday parties, weddings, galas, and meetings
• Research new rental and funding prospects and support all efforts to identify, cultivate, and steward new and existing donors and revenue

Skills

Event planning

Fundraising

Donor relations

Budgeting

Vendor management

Communication

Project management

Multitasking

Negotiation

Tools

CRM software

Job description

Queens Museum seeks a Special Events Coordinator to develop and oversee its space rental program, from private and corporate rentals to studio and film shoots, weddings and galas, generating earned revenue. Reporting to the Senior Manager of External Affairs, you will lead coordination, vendor contracts, budgeting, and post-event summaries, with on-site presence for events and occasional evenings/weekends.

This is a full-time, on-site role based in Corona, NY, requiring a flexible schedule and a