Special Events Coordinato... Special Events Coordinator (Full-Time) Special Events Coordinator (Full-Time)

Queens Museum; New York (NY); On-site; USD 34,000 - 44,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Paid Holidays

Retirement Benefits (401K, Pension)

Employee Assistance Program

Free affiliate admission to most US M

Job summary

Queens Museum seeks a Special Events Coordinator to develop and oversee its space rental program, from private and corporate rentals to studio and film shoots, weddings and galas, generating earned revenue. Reporting to the Senior Manager of External Affairs, you will lead coordination, vendor contracts, budgeting, and post-event summaries, with on-site presence for events and occasional evenings/weekends.

This is a full-time, on-site role based in Corona, NY, requiring a flexible schedule and a

Qualifications

• 3+ years of nonprofit fundraising and event planning experience.
• Familiarity with fundraising software or CRM tools.
• Availability to work onsite and mornings/nights/weekends as required.
• Excellent written, verbal and organizational skills.

Responsibilities

• Support and lead the planning and execution of the Museum’s Special Events, Rentals, Fundraising Events, Cultural Programming, Birthday Parties, Membership Events and Annual Events (Annual Gala and Spring/Summer Party)
• Develop a list, relationship and contracts with preferred caterers and vendors
• Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients to support successful space rental and event execution
• Manage event calendars, supplies, invoice processing contracts, permits, certificates of insurance and other compliance related documentation as well as other administrative functions
• Track rental space and rental events revenue
• Coordinate event production details such as pre-event planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals transportation, security, setup, breakdown and on-site staffing assignments during events
• Oversee space rentals and events - mornings, nights and some weekends are required
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
• Provide onsite event registration and rental guest experience support
• Maintain existing and develop and market new rental space opportunities through various different avenues - studio and film rentals, birthday parties, weddings, galas, and meetings
• Research new rental and funding prospects and support all efforts to identify, cultivate, and steward new and existing donors and revenue

Skills

Event planning

Fundraising

Donor relations

Budgeting

Vendor management

Communication

Project management

Multitasking

Negotiation

Tools

CRM software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Special Events Coordinator

Full Time Corona, NY, US

Salary Range: $25.00 To $32.00 Hourly

Position Title: Special Events Coordinator

Department: Development

Reports To: Senior Manager of External Affairs

Position Classification: Full-time, Hourly (Non-Exempt), Benefits-Eligible

Work Location: Onsite at the Queens Museum

Work Schedule: Full-time (4-5 days/week) ; mornings, evening and weekend work is required to support fundraising events, donor activities and rental events.

Salary Range: $25/hr to $32/hr

About the Queens Museum

The Queens Museum is dedicated to presenting the highest quality visual arts and educational programming for people in the New York metropolitan area, and particularly for the residents of Queens, a uniquely diverse, ethnic, cultural, and international community.

The Museum fulfills its mission by designing and providing art exhibitions, public programs, and educational experiences that promote the appreciation and enjoyment of art, support the creative efforts of artists, and enhance the quality of life through interpreting, collecting, and exhibiting art, architecture, and design.

Position Overview

The Special Events Coordinator (SEC) reports directly to the Senior Manager of External Affairs and will work closely with colleagues in Development and other departments across Queens Museum, as well as external clients. The SEC will be responsible for developing, executing, cultivating and overseeing the Museum’s space rental program, including private and corporate rentals—such as studio and film rentals, birthday parties, weddings, galas, and meetings to generate earned revenue contributions. This role entails overseeing full event operations and administrative coordination. Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events. The SEC reports to and works closely with the Senior Manager of External Affairs (SMEA).

Essential Functions

• Support and lead the planning and execution of the Museum’s Special Events, Rentals, Fundraising Events, Cultural Programming, Birthday Parties, Membership Events and Annual Events (Annual Gala and Spring/Summer Party)
• Develop a list, relationship and contracts with preferred caterers and vendors
• Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients to support successful space rental and event execution
• Manage event calendars, supplies, invoice processing contracts, permits, certificates of insurance and other compliance related documentation as well as other administrative functions
• Track rental space and rental events revenue
• Coordinate event production details such as pre-event planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals transportation, security, setup, breakdown and on-site staffing assignments during events
• Oversee space rentals and events - mornings, nights and some weekends are required
• Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
• Provide onsite event registration and rental guest experience support
• Maintain existing and develop and market new rental space opportunities through various different avenues - studio and film rentals, birthday parties, weddings, galas, and meetings
• Research new rental and funding prospects and support all efforts to identify, cultivate, and steward new and existing donors and revenue

This list represents the essential functions of the role, this list does not constitute an exhaustive list of job functions

Skills & Qualifications

• Demonstrates initiative, detail oriented, resourcefulness and a creative approach to problem-solving
• Thrives in culturally diverse settings
• Displays a high level of support for colleagues, builds professional and respectful relationships with others
• Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
• Adaptability and flexibility
• Ability to work independently and as a team player in a fast-paced environment, handling multiple tasks and adhering to deadlines
• Proven ability to generate earned revenue and create new revenue generating opportunities
• Prior experience planning large scale events, rentals and donor programs
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after events
• Ability to think creatively, synthesize information effectively, and tailor information to appeal to a broad spectrum of funder interests
• Ability to anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up

Requirements

• 3+ years of experience in nonprofit fundraising and event planning and operations, sales and revenue generating experience in a cultural organization or non-profit setting
• Familiarity with fundraising software or CRM tools
• Availability to work onsite at the Queens Museum and mornings, nights and weekends as required
• Comfortable with lifting, moving, or transporting event materials as needed and standing or walking for extended periods during events
• Excellent written, verbal and organizational skills
• Strong computer skills; Proficient in Google Suite and Adobe Acrobat

This is a full-time benefits eligible position to participate in the following benefits:

• Generous Paid Time Off including Vacation, Sick Leave, and Personal Days
• Paid Holidays
• Retirement Benefits (401K savings plan, Pension plan, and Life Insurance policy)
• Employee Assistance Program
• Free affiliate admission to most American Museums

Interview Schedule

Candidates selected for interview will meet with the QM’s hiring committee on the following dates:

Introductory interview (Zoom): TBD

Final interview (onsite at the QM): TBD

Anticipated start of work: Mid-November 2026

Please note: only candidates selected for interviews will be contacted.

Living Land Acknowledgment

The Queens Museum would like to acknowledge the past, present, and future generations of Matinecock, Canarsie, Lekawe (Rockaway), Munsee Lenape, and the interconnected Matouwac communities across the Greater Long Island region, as stewards of the land.

As both a museum of art and a historic site built on unceded Indigenous lands, the Queens Museum is committed to working towards a living land acknowledgment built on listening, collaboration, and action together with Indigenous communities. We recognize the ongoing impacts of the violent colonial displacement of Native people - as well as the displacement of animal relatives and the disruption of natural ecosystems - by the United States.

We invite our communities to join us in taking action now by devoting time to taking care of the land, whether this be cleaning up your local park or donating to an Indigenous-led advocacy group.

EEOC Statement

The Queens Museum is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, familial status, marital status, military status, sexual orientation, genetic information, HIV status, arrest record, gender identity, gender expression, transgender status, genetic information, domestic violence victim status, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.