Event Coordinator

Thomas Jefferson Foundation; Charlottesville (VA); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) retirement savings with 6%match

Life insurance

Employee referral bonus

Fitness club membership discount

Café, gift shop, and online catalog–s‑

Employee Assistance Program (EAP)

Quarterly social events

Job summary

The Thomas Jefferson Foundation seeks an Events Coordinator to support the Monticello Events Department. You will manage private event inquiries, lead the sales process with proposals, conduct site visits, and coordinate with the on-site food service provider to ensure flawless events.

You will assist with event planning tasks, print invitations and programs, manage guest communications, and maintain planning documents.

Qualifications

• Proven ability to manage multiple events and tasks concurrently.
• Experience in coordinating private event rentals and site visits.
• Strong customer service and attention to detail.

Responsibilities

• Receive and respond to private event inquiries and rentals.
• Lead sales process with proposals and site visits.
• Coordinate with on-site food service provider for event setup.
• Provide onsite support for private events at Monticello.
• Create proposals, contracts, invitations, and programs.
• Maintain planning documents and guest communications.

Skills

Multi-project management

Customer service

VIP client handling

Organizational skills

Cash handling

Education

None

Tools

BriteBiz system

Event management system

Microsoft Office

Job description

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

Purpose:

to provide event planning and project management support for the Events Department at Monticello. The Events Department executes approximately 125-140 events and programs a year, ranging from public programs, invitation-only events, private event rentals and large-scale Signature events, with guest counts ranging from 10-2,000+. Each event should be flawlessly executed at a level consistent with the Monticello mission and brand. Many events host high caliber attendees, and these events require coordination with particular attention to detail and quality.

Compensation:

$19.47 - $21.93 per hour.

We will look to you to:

• Private Events Management:
  • Receive and respond to event inquiries for private event rentals at various Monticello venue spaces.
  • Lead the sales process, including creating proposals and conducting site visits for potential customers.
  • Assist the Events Operations Manager and Director of Events and Food and Beverage with business development plans for private event rentals.
  • Provide onsite support for private events on behalf of the venue space.
  • Coordinate with exclusive onsite food service provider on event set-up details and other needs.
  • Communicate internally across Monticello departments.
• Event Planning Assistance:
  • Assist the event team with their events. The Events Department executes approximately 125-140 events and programs a year, ranging from public programs, invitation-only events, and private event rentals, both on and offsite.
  • Assist with the management of event tasks and projects for assigned events and programs:
    • Create proposals and contracts.
    • Create, print and distribute invitations, printed programs, quote cards, menu cards, etc.
    • Work with events team when necessary to send guest communications, including day-before details and RSVP reminders.
    • Assist with managing the design and printing for other event collateral, such as place cards, escort cards, menu cards, programs and name tags.
    • Assist in coordinating with speakers, creating itineraries and booking travel/lodging.
    • Create operational documents, including operations plans, layouts, working with other internal departments in support of the event, and creating and maintaining all supporting documents and planning tools.
    • Assist the Event and Venue Specialist with processing vendor invoices and billing documents.
  • Supports large, Foundation-wide events, and contributes onsite event assistance as needed.
  • Work interdepartmentally as needed, carefully identifying any areas of conflict and ensuring collaboration. Communicate with other departments on the planning for events, particularly those with Foundation wide reach. This includes but is not limited to Facilities, Gardens and Grounds, Marketing, Development, President’s Office, Human Resources and Security.
  • Assist the event team for vendor set-ups and installations/strikes for large, Foundation-wide events.
  • Delivers superior customer service to internal and external clients.

Knowledge, Skills, and Abilities:

• Proficiency with Microsoft Office Suite including Excel.
• Ability to manage multiple projects at any given time.
• Skills, experience, and knowledge in cash handling, deposits, internal control practices.
• Knowledge of Thomas Jefferson and Monticello.
• Knowledge of basic phone etiquette and customer service techniques.
• Ability to work with VIP clients.
• Excellent organizational skills and ability to maintain clear and concise records.
• Ability to operate the event management system and serve as an administrator of the BriteBiz system.

Physical Demands and Work Considerations:

Must be able lift to 40 lbs. with or without assistance. Occasional evenings, weekends, and holidays may be required for assistance with major events, particularly during spring and fall.
Many events are outdoors, and the employee may be subject to weather such as rain, cold, and high temperatures. Monticello is located on a mountaintop and walking on steep inclines and uneven ground is necessary.

We provide the following benefits for our full-time employees:

• Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
• Fitness club membership discount.
• Discount in the Monticello Café, gift shop, and Monticello online catalog.
• Employee Assistance Program (EAP) – free for employee and dependents.
• $500 employee referral bonus.
• Exciting quarterly social events for all employees.