Museum Private Events Architect

J B Speed Art Museum; Louisville (KY); Vor Ort; USD 35.000 - 52.000; Vollzeit

Zusammenfassung

Speed Art Museum is seeking a Private Events Coordinator to support booking, planning, and execution of facility rentals. You will serve as primary client contact, translate plans into clear museum instructions, and help deliver welcoming events that protect the museum and its collection.

Reporting to the Director of Private Events and Sales, you will manage timelines, vendor relations, and on-site logistics, including load-in/out, curations, and post-event follow-up.

Qualifikationen

• Experience supporting events and working with clients, or transferable experience.
• Office administration experience is suggested by the role.
• Experience in a museum setting is preferred but not required.

Aufgaben

• Assist the Director of Private Events and Sales with coordinating assigned events and carrying out agreed event plans.
• Work with rental clients to understand their needs, communicate event details and limitations, and support a positive client experience.
• Coordinate with clients and vendors and the museum’s approved catering vendor list. Communicate vendor requirements and load-in/load-out plans.
• Coordinate event logistics with Security, Facilities, Guest Experience, and Curatorial, including space holds, staffing, gallery access, load-in and load-out times, and building procedures.
• Create and distribute event timelines, floor plans, and banquet event orders (BEOs). Confirm final details and guest counts with clients and vendors before each event.
• Educate clients and vendors on museum event policies and enforce them during events.
• Maintain accurate event information in the museum’s CRM and other department records.
• Serve as the on-site contact for assigned events and address routine issues; escalate safety or contractual concerns as needed.
• Oversee event setup/breakdown, conduct walkthroughs, gather feedback, and suggest improvements to service quality.
• Build positive relationships with clients, planners, vendors, colleagues, and community partners through timely communication.
• Assist with other related assignments and projects as needed.

Kenntnisse

Event coordination

Client relations

Communication

Organizational skills

Multitasking

Problem solving

Independence

Tools

Microsoft 365

CRM systems

Jobbeschreibung

Speed Art Museum is seeking a Private Events Coordinator to support booking, planning, and execution of facility rentals. You will serve as primary client contact, translate plans into clear museum instructions, and help deliver welcoming events that protect the museum and its collection.

Reporting to the Director of Private Events and Sales, you will manage timelines, vendor relations, and on-site logistics, including load-in/out, curations, and post-event follow-up.