Private Events Coordinator

J B Speed Art Museum; Louisville (KY); On-site; USD 35,000 - 52,000; Full time

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Event coordination

Client relations

Communication

Organizational skills

Multitasking

Problem solving

Independence

Tools

Microsoft 365

CRM systems

Job description

Description

The Private Events Coordinator supports the booking, planning, and execution of facility rentals at the Speed Art Museum. The coordinator is a primary contact for assigned clients, translates event plans into clear instructions for museum teams and approved vendors, and helps deliver welcoming events that protect the museum, its collection, and daily operations. The role works under the direction of the Director of Private Events and Sales and supports earned revenue through responsive service, accurate records, and timely follow-through.

Reports to: Director of Private Events and Sales

FLSA Status: Non-exempt

Bargaining Unit Status: Member of the bargaining unit

Position Highlights

• 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 pre- and post-event checklists and confirm vendor load-in and 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 opening and closing procedures. Manage details such as décor, catering, entertainment, audiovisual needs, rentals, transportation, and special guests.
• 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, including gallery food and beverage restrictions, open flames, décor attachment, and capacity limits. Enforce these policies during events.
• Maintain accurate event information in the museum’s CRM and other department records.
• Serve as the on-site contact for assigned events, including client and vendor arrivals, guest flow, and event transitions. Address routine issues within established guidelines and promptly elevate safety, collection care, contractual or service concerns.
• Oversee event setup and breakdown, assist with on-site coordination and follow-up, conduct pre- and post-event walkthroughs, and document damage or incidents. Gather feedback, track event outcomes, and suggest improvements to service and event quality.
• Build and maintain positive working relationships with clients, planners, vendors, colleagues, and community partners through timely communication and follow-up.
• Work with the Manager of Programs and Events to support museum departments hosting events, as assigned. Assist with museum events such as the Speed Ball, Patron Circle Party, and After Hours.
• Assist with other related assignments and projects as needed.

Requirements

Qualifications

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

Essential Skills

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills, attention to detail, and ability to prioritize multiple assignments and meet deadlines.
• Proficiency with Microsoft 365 and ability to use the museum’s CRM and event records.
• Initiative, a strong customer service orientation, and a collaborative approach to working across departments.
• Sound judgment, creative problem-solving skills, and flexibility when event needs or priorities change.
• Professionalism, discretion, and ability to maintain confidential information.
• Ability to work independently on several projects, respond promptly to event needs, and remain composed under pressure.

Physical Requirements

• Frequent computer and telephone use.
• Sitting, standing, and moving throughout museum and event spaces.
• Communicating with clients, colleagues, and vendors.
• Accessing event supplies.
• Occasionally moving equipment or materials weighing up to 50 pounds.

Position Type and Expected Hours of Work

• This is a full-time, non-exempt bargaining unit position eligible for overtime pay.
• The schedule includes evenings and weekends as needed for events.
• Work schedules, overtime, and other employment terms are subject to museum policies and the applicable collective bargaining agreement.