EVENTS COORDINATOR

Please Touch Museum; Philadelphia (Philadelphia County); On-site; USD 26,000 - 36,000; Full time

Job summary

Please Touch Museum is seeking an Events Coordinator to support museum-wide events and cultural celebrations. You will assist with planning, coordination, and execution, including contracts, schedules, and on-site hospitality to ensure memorable visitor experiences.

Reporting to the Senior Manager, Museum Events, you will manage inventories, liaise with partners and vendors, and help with communications across departments while maintaining timelines and budgets.

Qualifications

• Associate degree in event management or related field plus 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.
• Willingness to work a flexible schedule including evenings, weekends, and select holidays based on the Museum’s event calendar.

Responsibilities

• 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.
• Track, organize, and maintain event supplies, décor, giveaways, props, premium items, signage, and other event inventory.
• Communicate event calendar, schedules, deadlines, updates, and logistics across Museum departments.
• Coordinate event information for Today’s Adventure (listing of daily events and programming for visitors) and other event communications.
• Serve as an event-day contact for performers, vendors, partners, volunteers, and activities.
• Support event-day setup, transitions, breakdown, guest flow, and logistics while troubleshooting routine issues and escalating significant concerns as appropriate.
• Coordinate volunteer communications, assignments, check-in, and event-day deployment.
• Maintain event records and monitor and respond to the Museum Events inbox.
• Track attendance, expenses, feedback, and event notes to support post-event reporting.
• Complete admissions training and assist with visitor/member service and check-in as needed.
• Perform other duties as assigned.

Skills

Event coordination

Vendor coordination

Communication skills

Customer service

Flexibility

Team collaboration

Education

Associate degree in event management

Tools

Microsoft Office

Google Workspace

Job description

Position Summary: 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.

Department: Visitor Experience

Classification: Non-Exempt

Reports to: Senior Manager, Museum Events

Work Schedule: Tuesday - Saturday; 8:30am-5:00pm

Pay Rate: $22.25/Hour

This position is part of the AFSCME Local 397 bargaining unit.

ESSENTIAL RESPONSIBILITIES:

• 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.
• Track, organize, and maintain event supplies, décor, giveaways, props, premium items, signage, and other event inventory.
• Communicate event calendar, schedules, deadlines, updates, and logistics across Museum departments.
• Coordinate event information for Today's Adventure (listing of daily events and programming for visitors) and other event communications.
• Serve as an event-day contact for performers, vendors, partners, volunteers, and activities.
• Support event-day setup, transitions, breakdown, guest flow, and logistics while troubleshooting routine issues and escalating significant concerns as appropriate.
• Coordinate volunteer communications, assignments, check-in, and event-day deployment.
• Maintain event records and monitor and respond to the Museum Events inbox.
• Track attendance, expenses, feedback, and event notes to support post-event reporting.
• Complete admissions training and assist with visitor/member service and check-in as needed.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

• 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.
• Adept at balancing day-to-day administrative tracking with urgent operational demands in a public venue.
• Clear, professional communication style capable of bridging details smoothly across Museum departments, vendors, and visitors.
• Demonstrated commitment to hospitality, delivering exceptional customer service while troubleshooting event logistics.
• Capacity to drive projects independently while partnering with colleagues from multiple departments as well as well as Museum leadership
• Ability to remain flexible and respond effectively when event needs or circumstances change.
• Strong cultural competency and openness to learning about communities and experiences different from one’s own.
• Working knowledge of Microsoft Office and Google Workspace.
• Ability to learn and effectively use project management, ticketing, database, and other Museum systems.
• Ability to embrace and demonstrate the Museum’s Mission, Values, and DEIBA Commitment.
• Must complete required PA criminal history, FBI fingerprint, and PA Child Abuse clearances prior to hire.
• All employees are required to have an annual flu vaccination (during flu season), as a term and condition of employment.

PHYSICAL REQUIREMENTS & ENVIRONMENT:

The physical demands and environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL

• Is regularly required to use hands to finger, handle, or feel.
• Must be able to reach with hands and arms.
• Must be able to use hands and fingers continuously.
• Able to remain stationary for extended periods of time, to utilize computers and other office equipment.
• Is frequently required to stand and walk; will frequently be required to move from one position to another.
• Ability to perform the physical requirements of the position, i.e., pushing, pulling, reaching, bending, squatting, kneeling, and climbing.
• Required to talk and hear.
• Able to see and read computer screens.
• Able to read fine print and/or normal size print.
• Ability to walk up and down flights of stairs; and stand for periods of time every day.
• Ability to lift and/or move up to 10-20 pounds.
• Ability to grasp objects, type, pick up objects, move objects, or hold objects.
• Ability to walk/move about on foot to accomplish tasks, particularly for long distances or moving from one worksite to another or about the campus.
• Ability to ascend or descend ladders, scaffolding, ramps, poles using feet and legs or hands and arms.
• Ability to maintain balance while walking, standing, crouching, or running.

ENVIRONMENT

• This job is performed in a public and office environment. The employee must be able to focus on assigned tasks where activity and interruptions are constant and demanding.
• Visitor facing environment.
• The individual performing this job must be comfortable in an environment where people are coming and going regularly.
• The noise level in the work environment is typically moderate but ongoing; noise level may be overstimulating at times.
• Exposed to outdoor conditions.
• Occasionally: Exposed to chemicals, fumes, dust, or work safety hazards
• Regularly: The worker is subject to hazards: Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals.

The statements in this job description are intended to describe the general nature and level of work being executed by the employee assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position or individual. Other duties may be required in addition to those outlined.