Events Coordinator (Project-Based Opportunity)

Telfair Museums; Savannah (GA); On-site; Full time

Job summary

Telfair Museums is seeking an Events Coordinator to plan and execute special events, including the Telfair Ball. This full-time position involves coordinating logistics, managing budgets, and ensuring successful engagement with the community. Ideal candidates will have strong project coordination skills and experience in event planning.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Paid Time Off

Holidays

Qualifications

• 2-3 years of prior event planning experience.
• Strong project coordination and organizational skills.

Responsibilities

• Plan and execute special fundraising events for the museum.
• Coordinate logistics for various events and manage budgets.
• Develop marketing strategies for events.

Skills

Project Coordination

Communication

Customer Service

Problem Solving

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Adobe Illustrator

Google Sketchup

Job description

Interested applicants should send a cover letter, résumé/CV, and contact information for three professional references [e-mail] .

Job Description:

Position: Events Coordinator (Project-Based Opportunity)

Job Classification: Full-Time, Non-Exempt

Date Written: May 13, 2025

Job Summary:

The Events Coordinator serves as the staff liaison to the 2026 Telfair Ball Planning Committee, as well as plans and organizes various special events for the Museum. This position works closely with museum colleagues to execute events for exhibition openings, Director’s Circle events, member group events, community outreach, etc. The Events Coordinator serves as the main contact for all outside facility rentals and coordinates the related activities thereof.

KEY RESPONSIBILITIES & TASKS:

• The Events Coordinator is responsible for successful planning, implementation, and execution of Telfair Museums’ special fundraising events including:
  • Telfair Ball
  • Telfair Contemporaries Signature Event(s)
  • Friends of the Owens-Thomas House Garden Party
  • Friends of the Owens-Thomas House Wassail
  • Other events as may be planned
• Plan, implement, and execute successful engagement events for the Museum’s membership and greater Savannah community, with a focus on increasing overall attendance, building activity, and driving membership.
• Coordinate day-to-day and event-to-event activities and logistics including but not limited to event planning timelines, auctions, décor, design/layout, promotion, entertainment, catering/vendors, volunteers, check-in/out, run of shows, audio/visual, guest speakers, etc.
• Work with the Marketing team to develop successful marketing strategies for events including invitation lists, invites, printed and online collateral. Assist with proof-reading of online and printed materials.
• Develop and maintain strong relationships with all event vendors, including caterers, rental companies, entertainment groups, photographers, etc.
• Develop and maintain relationships with City officials, retail neighbors, and others. Troubleshoot issues and bring concerns to attention of the proper departments as needed.
• Collaborate with other staff members and departments and clearly communicate needs from each department for all events. Oversee biweekly interdepartmental meetings to review upcoming events.
• Work with committees to develop comprehensive planning timeline for events and develop comprehensive run of show timeline to be shared with other staff and other departments at the Museum.
• Track all event expenses against event budgets. Manage special events budget as well as facility rental income, with oversight by Director of Institutional Advancement.
• Ensure that all Museum rules and regulations are communicated clearly to all user groups and enforced consistently during all events. Continue to edit and update the Museum rules and regulations to adapt to changing circumstances.
• Oversee the sales for all outside facility rentals which includes responding to all inquiries, executing contracts, monitoring deposit payments, and managing profiles in Altru, site visits and tours to clients and vendors, and staff coordination.
• Oversee events calendar and Master Calendar to avoid conflicts.
• Other duties and responsibilities as assigned.

PREFERRED QUALIFICATIONS:

• Competency with Microsoft Office Suite and Adobe Illustrator
• Experience using Google Sketchup for exhibition layout
• Carpentry skills including working in construction or a fabrication shop
• Proven verbal and written communication skills
• Demonstrated experience with audio/visual installation
• Experience with rigging techniques and processes

MINIMUM QUALIFICATIONS & EDUCATION:

• Strong project coordination and organizational skills
• Outstanding time-management, problem prevention, and problem-solving skills, and attention to detail
• High proficiency to provide excellent customer service and provide a positive guest experience
• Excellent written and verbal communication skills
• A creative thinker and an ability to take projects from creative vision to completion
• Good business judgement and decision-making deftness
• Excellent interpersonal skills and ability to work successfully with a broad range of people
• Discreet, ability to maintain confidentiality
• A bachelor’s degree required in professionally appropriate field
• Two to three years of prior event planning experience. Development, museum, and non-profit experience a plus.

PHYSICAL REQUIREMENTS:

• Sitting, standing occasionally for long periods of time, extensive use of computer and associated keyboarding, repetitive motion, reaching, climbing stairs, and walking.
• Climbing stairs repeatedly throughout the workday.
• Ability to work evenings and weekends; some late evenings.

BENEFITS:

Project-Based, Full time, with opportunity for permanent position after 1 year
Pay: $25.00 – $30.00 per hour, commensurate with experience Medical, dental, vision, FSA, life insurance
Holidays and PTO

PLEASE PROVIDE THE FOLLOWING AS PART OF YOUR APPLICATION:

Complete resume, references, and including salary expectations.
A cover letter addressing both your interest in Telfair Museums and your qualifications for this position.

APPLICATION PROCESS:

Submit resume and cover letter, to include desired salary, to Melissa Pollard, Controller & HR Manager, Telfair Museums, P.O. Box 10081, Savannah, GA 31412 or email to [e-mail] with subject line Events Coordinator.

In keeping with best practices, Telfair Museums does not accept unsolicited resumes or applications. When you apply, your application/resume will be carefully reviewed in terms of the requirements for the position. Applicants identified as the most qualified will be contacted by the department manager for an interview. If you are not notified by the department manager, you will know we have selected another candidate for the position. Please continue to visit our website for an up-to-date list of employment opportunities.