Events Coordinator

Philaculture; Pennsylvania; On-site; USD 42,000 - 65,000; Full time

Job summary

Philaculture in Philadelphia, PA is seeking an Events Coordinator to support city-wide museum events and cultural celebrations. You will assist with planning, coordination, and execution of public programming, while providing on-site event support and hospitality to ensure memorable visitor experiences.

The role involves researching performers, coordinating contracts and logistics, and liaising with Museum departments to deliver engaging community programs and special experiences for diverse

Qualifications

• Associate degree in event management, hospitality, museum studies, communications, nonprofit management, or related field.
• 2+ years of experience in event coordination or nonprofit programming.
• Experience coordinating event logistics, schedules, vendors, performers, programs.
• Availability to work evenings, weekends, and select holidays.
• Ability to manage complex timelines and deadlines.

Responsibilities

• Coordinate logistics for museum events, cultural celebrations, community programs, and special experiences.
• Research performers, artists, vendors, and community partners aligned with event goals.
• Coordinate schedules, arrival details, equipment, hospitality, and event-day needs with partners and vendors.
• Prepare performer and vendor contracts, invoices, payments, and documentation in partnership with Senior Manager.
• Maintain event timelines, schedules, checklists, staffing plans, and project documentation.

Skills

Event coordination

Vendor management

Timeline management

Education

Associate degree in event management or related field

Job description

The Events Coordinator

is an experienced, creative, and collaborative professional who supports all functions of Museum-wide events and cultural celebrations. Reporting to the Senior Manager, Museum Events, this position assists with the planning, coordination, and execution of public programming while providing vital on-site event support. Key responsibilities include assisting with outside performer contracts, serving as an internal liaison for event communications, managing inventory and supplies, and delivering excellent hospitality to ensure positive visitor experiences.

Responsibilities Include:

• Coordinate logistics for Museum events, cultural celebrations, community programs, and special experiences that support learning through play for young children and their families, as well as specialized 21+ evening events.
• Assist with researching performers, artists, vendors, and community partners aligned with event goals.
• Coordinate schedules, arrival details, equipment, hospitality, and event-day needs with partners and vendors.
• Prepare performer and vendor contracts, invoices, payments, and required documentation in partnership with the Senior Manager and appropriate Museum departments.
• Maintain event timelines, schedules, checklists, staffing plans, and project documentation.

Qualifications Include:

• Associate degree in event management, hospitality, museum studies, communications, nonprofit management, or a related field or an equivalent combination of education and relevant professional experience.
• 2+ years of experience in event coordination, event production, hospitality, community programming, nonprofit programming, or related environment.
• Experience coordinating event logistics, schedules, vendors, performers, programs, or projects.
• Availability to work a flexible schedule, including evenings, weekends, and select holidays based on the Museum’s event calendar.
• Proven ability to manage complex, overlapping timelines, ensuring all deadlines and schedules are met without disruption.

Greater Philadelphia Cultural Alliance
The Philadelphia Building
1315 Walnut Street, Suite 1101
Philadelphia, PA 19107
email: [e-mail]