Museum Events Lead & Coordinator (Flexible Schedule)

Choose901; Memphis (TN); On-site; USD 30,000 - 32,000; Full time

Benefits offered by this job

Benefits package

Job summary

Choose901's Production Coordinator oversees the coordination and execution of museum events and rentals, ensuring seamless experiences for guests and clients. This role manages event logistics, client communications, vendor coordination, and on-site execution.

Based in Memphis, the coordinator works with the Head of Event Production, Facilities, and external partners to deliver programs that reflect the museum's mission, maintain safety standards, and optimize operational flow.

Qualifications

• Minimum of 3 years of event planning experience, including work on both public/internal and private/rental events.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Excellent interpersonal, communication, negotiation, and customer service skills.
• Demonstrated ability to remain calm, flexible, and resourceful in fast-paced event environments.
• Proficiency in Google Workspace and event planning tools; experience with CRM systems preferred.
• Experience working with vendors, clients, and cross-functional teams.

Responsibilities

• Plan, organize, and execute museum events, including internal programs and rental events.
• Coordinate logistics with departments such as Programs, Security, Facilities Services, and Development.
• Manage event timelines, BEOs, floor plans, budgets, and post-event reports.
• Oversee event setup and breakdown; serve as on-site lead during events.
• Support the Development team in executing fundraising events.
• Guide clients through planning, providing information on spaces, timelines, and requirements.
• Liaise with external vendors including caterers, rental suppliers, AV, event planners.
• Ensure compliance with museum event rules and safety standards.
• Serve as on-site resource for clients and vendors.
• Maintain documentation related to events, rentals, inventory, and vendor activity.
• Supervise event staff, bartenders, and contracted personnel.
• Collaborate with Guest Services, Facilities, Security, and Food & Beverage teams.
• Provide guidance to event support staff during setup, execution, and breakdown.

Skills

Event planning

Organization

Interpersonal skills

Communication

Customer service

Team collaboration

Tools

Google Workspace

CRM systems

Event planning tools

Job description

Choose901's Production Coordinator oversees the coordination and execution of museum events and rentals, ensuring seamless experiences for guests and clients. This role manages event logistics, client communications, vendor coordination, and on-site execution.

Based in Memphis, the coordinator works with the Head of Event Production, Facilities, and external partners to deliver programs that reflect the museum's mission, maintain safety standards, and optimize operational flow.