Evening & Weekend Events Coordinator

Kentucky Derby Museum; Louisville (KY); On-site; USD 38,000 - 52,000; Full time

Job summary

Kentucky Derby Museum is seeking an Events Coordinator to support the Event & Sales Departments with administrative tasks, database management, and coordination of evening and weekend events. The role reports to the Director of Special Events and involves onsite client and vendor coordination.

You will work with in-house catering, AV, and facilities teams to ensure event success, produce post-event reports, and schedule staff and volunteers. Flexibility for Derby season hours is expected.

Qualifications

• Bachelor’s degree from an accredited university required.
• Experience working in customer service.
• Prior experience working with events preferred, but not required.
• Excellent verbal and written communications skills.
• Excellent time management skills with keen attention to detail.
• Must have a valid driver’s license and be able to pass a criminal background check.
• Ability to work evenings and weekends.

Responsibilities

• Coordinates and executes event details including timelines, layouts, vendor scheduling, and staff/volunteer scheduling.
• Uses Reserve Interactive (RI) and All Seated to manage event needs.
• Serves as primary contact for select onsite events with clients and vendors.
• Creates post-event reports for the department.
• Coordinates sales calls and site tours.
• Collaborates with catering, AV, and facilities to meet client needs.
• Assists in set-up/breakdown of events as needed.
• Works with Director of Special Events and Events Manager on museum-hosted functions development.
• Assists with specialty staffing such as tour guides, jockeys, etc.
• Performs other duties as assigned.

Skills

Customer service

Verbal & written communications

Time management

Education

Bachelor’s degree from an accredited university

Tools

Microsoft Office

Job description

Kentucky Derby Museum is seeking an Events Coordinator to support the Event & Sales Departments with administrative tasks, database management, and coordination of evening and weekend events. The role reports to the Director of Special Events and involves onsite client and vendor coordination.

You will work with in-house catering, AV, and facilities teams to ensure event success, produce post-event reports, and schedule staff and volunteers. Flexibility for Derby season hours is expected.