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

Position Purpose:

The primary purpose for the Events Coordinator is to assist the Event & Sales Departments with administrative tasks, database management, and coordination of evening and weekend events. This position will report to the Director of Special Events. This position has no direct supervisor responsibilities.

Essential Functions/Accountabilities:

• Coordinates and executes event details including but not limited to: planning timelines, event layouts, vendor scheduling, staff/volunteer scheduling, load in/out details, etc.
• Use event management software Reserve Interactive (RI) as well as floor-planning software All Seated to manage event needs.
• Serve as the primary contact for select onsite events with clients and vendors.
• Create post-event reports for the department.
• Ability to coordinate sales calls and site tours.
• Work with the in-house catering, audio-visual and facilities department to manage the needs of clients.
• Assist in the set-up/break-down of events if necessary.
• Work in tandem with Director of Special Events and Events Manager on the development of museum hosted functions.
• Assist with specialty staffing such as tour guides, jockeys, buglers, group sales coordinators, etc.
• Other duties as assigned.

While every effort has been made to make this description of the essential functions as complete as possible, it in no way states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission of specific statements of functions or responsibilities does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

Expected Behaviors:

• As a Kentucky Derby Museum employee, upholds our mission statement; whenever possible, engage, educate, and excite everyone about the extraordinary experience of the Kentucky Derby.
• Provides excellent customer service by making a connection with customers and team members, asking questions and listening to their needs, based on their feedback.
• Has reliable attendance to work a flexible schedule to oversee execution of evening and weekend events.

Requirements

Minimum 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 in order to meet deadlines.
• Ability to focus, with a keen attention to detail.
• Able to work quickly, efficiently and independently.
• Strong organizational and project management skills.
• Knowledge of Microsoft Office.
• Must be able to sufficiently pass a criminal background check.
• Must have a valid driver’s license.
• Able to work independently and make impromptu decisions with minimum supervision.
• Ability to work evenings and weekends.

Work Schedule:

• Approximately 40 hours per week, hours may vary (open all days of the week).
• All team members are required to work additional hours during Derby season. This includes but is not limited to working shifts on Thurby, Oaks, Derby, and the Sunday of Derby weekend. All team members are also required to work the week of the National FFA conference and Breeder’s Cup (when held in Louisville).

Working Conditions:

While performing the duties of this position, the employee is regularly required to stand for long periods of time, walk, and climb stairs. This individual will be required to lift packages up to 25lbs. The employee is required to have non-standard workday hours. All indoor spaces are air-conditioned, although some job duties may take place outside, or in another non-climate-controlled space.

While performing the duties of this job, the employee is regularly exposed to a crowded work area. To perform this job successfully, an individual must be able to navigate a crowded area and handle a challenging workload.

The Kentucky Derby Museum is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, disability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law.