Social Events Coordinator

Friends of the North Carolina State Museum of Natural Sciences; Raleigh (NC); On-site; USD 42,000 - 52,000; Full time

Job summary

Friends of the NC Museum of Natural Sciences is seeking a Social Events Coordinator to support the Rentals Manager in managing weddings and other social events, ensuring smooth operations and exemplary client service.

The role emphasizes collaboration with internal teams and external vendors, meticulous record-keeping, and adherence to museum guidelines while delivering a best-in-class guest experience.

Qualifications

• Associate degree preferred in event management or related field.
• 1–2 years in venue rentals or event management.
• Experience in nonprofit environments valued.

Responsibilities

• Support Rentals Manager in overseeing the facility rental program.
• Conduct venue tours and provide options per Museum guidelines.
• Respond to inquiries promptly and convert leads into business.
• Coordinate with vendors to ensure event setup and services.
• Manage contracts and payments, and track event details.
• Serve as primary contact for wedding and social rental events.
• Ensure high standards of guest service and client satisfaction.

Skills

Interpersonal skills

Organizational skills

Event coordination

Client relations

Education

Associate degree in Event Management

Tools

Microsoft Office Suite

Pipedrive

Job description

Friends of the NC Museum of Natural Sciences ("Friends") is a nonprofit organization whose purpose is to support the NC Museum of Natural Sciences ("Museum"), the most visited Museum in the state. All Friends activities serve the broader goal of helping the Museum illuminate the natural world and inspire its conservation.

Friends of the NC Museum of Natural Sciences ("Friends") is a nonprofit organization whose purpose is to support the NC Museum of Natural Sciences ("Museum"), the most visited Museum in the state. All Friends activities serve the broader goal of helping the Museum illuminate the natural world and inspire its conservation.

As admission to the Museum and its satellite locations is free, Friends relies upon a combination of earned revenue (from the Museum Store, Café, WRAL 3D Movie Theater, special events, exhibitions, and programs), as well as contributed income (through Museum Membership and philanthropic support) to make possible the activities that bring our Museum to life.

Friends is committed to fostering a welcoming, growth-minded, and mission-driven environment where all employees demonstrate an active dedication to meeting Friends’ employee competencies of effective communication, culture of service, people development, decision making, building relationships and emotional intelligence, and functional skills and knowledge.

Position Summary

The Social Events Coordinator supports the Museum Rentals Manager in overseeing the facility rental program, ensuring smooth event operations, excellent client service, and efficient coordination with a focus on weddings and other social events. This role is responsible for assisting in event execution and maintaining rental operations to align with the Museum’s mission and strategic goals.

Supervisory Responsibilities

None

Duties/Responsibilities

Sales & Marketing

• Develop and maintain a strong pipeline of potential clients.
• Identify client needs and provide tailored solutions to secure new business.
• Conduct venue tours for potential wedding and social event clients, providing detailed information about available options in line with Museum guidelines.
• Respond to inquiries quickly and professionally, converting leads into new business.
• Develop and maintain strategic relationships with wedding vendors to drive referrals and repeat business.
• Experience with wedding marketing platforms such as Here Comes the Guide, WeddingWire, Zola, and TheKnot.

Process Management

• Ensure payment processes are accurate, secure, and efficient.
• Maintain organized records of contracts, payments, and event details.
• Coordinate with internal departments and external vendors to ensure proper event setup and services.
• Manage rental assets and supplies inventory under the guidance of the Rentals Manager.

Event Operations & Logistics

• Serve as the primary contact for wedding and social rental events leading up to and including the event day.
• Use a mixture of analysis, experience and judgement to make quality decisions in a timely manner even under tight deadlines and pressure.
• Effectively plans and prioritizes throughout the oversight of set-up, execution and breakdown activities.
• Is solution oriented and able to provide viable suggestions and solutions when working with clients.
• Resolve issues promptly during events to ensure client satisfaction.
• Report attendance, damages, and other updates to the Rentals Manager as needed.

Deliver Best-In-Class Guest Experience

• Set high standards for customer service and place a priority on meeting them
• Proactively anticipate needs and prep accordingly
• Work with all vendors on service excellence ensuring that value is always being delivered to the client

Other Responsibilities

• Incorporate environmentally sustainable practices in event operations.
• Participate in professional development opportunities to stay updated on industry best practices.

Requirements

Physical Requirements

• Prolonged periods of standing and walking.
• Must be able to lift and carry up to 30 pounds.
• Frequent bending and reaching for event setup.
• Ability to focus on detailed work, such as reading contracts or viewing digital systems.

Required Skills/Abilities

• Strong interpersonal and communication skills, with the ability to engage diverse stakeholders.
• Proficient in event management software and Microsoft Office Suite; experience with Pipedrive preferred.
• Exceptional organizational skills, with keen attention to detail and the ability to manage multiple tasks and deadlines.
• Ability to work evenings, weekends, and holidays as needed for event execution.
• Ability to represent Friends and the Museum in a friendly and enthusiastic manner.

Education And Experience

• Associate’s degree in Event Management, Hospitality, Business, or a related field preferred.
• Minimum of 1-2 years of experience in venue rentals, event management, or a related area.
• Experience in a nonprofit organization is highly valued.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required for the position. All employees may have other duties assigned at any time.

Friends of the NC Museum of Natural Sciences is an Equal opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age or any other characteristic protected by law.