Museum Events Coordinator | Hospitality & Weekend Programs

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

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.