Special Events Coordinator

StartupNWA; Bentonville (AR); On-site; Full time

Job summary

Join a leading museum in Bentonville as a Special Events Coordinator, where you will lead the planning and execution of memorable events. This full-time position emphasizes excellent customer service and organizational skills while engaging with a variety of stakeholders. Contribute to our mission of sharing exceptional arts experiences with the community while managing events across multiple venues.

Qualifications

• Three years of event planning experience, preferably in weddings or corporate settings.
• Strong customer service and organizational skills.
• Ability to learn and use specific event management software.

Responsibilities

• Plan and coordinate private and internal events.
• Liaison with vendors and service providers.
• Serve as on-site coordinator for events.

Skills

Customer Service

Time Management

Organizational Skills

Attention to Detail

Education

Three years experience in event planning

Valid Driver's License

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Momentous Software

Event layout software

Job description

The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. Founded by philanthropist and arts patron Alice Walton, Crystal Bridges is a public non-profit charitable organization.

Job Description:

Position Title: Special Events Coordinator

Position Type: Full-Time

FLSA Classification: Non-Exempt

Division: Business Services / Operations

Department: Hospitality

Reports to: Manager of Special Events

Compensation Range: $17.45 - $26.20

About Crystal Bridges:

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary art’s role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action.

Position Summary:

The Special Events Coordinator is responsible for supporting the Special Events team with promoting and coordinating private and internal events. This individual will have a proven record of exemplary high-level customer service and have a strong desire to execute highly successful events. This position requires independent judgment as well as project management skills (supervising all event details and the event team during event execution). Required client interaction including in person & virtual client planning sessions& meal tastings as well as heavy email correspondence.

Excellent follow up, time management and organizational skills are required. This position requires proficiency with the Momentous database for scheduling and tracking event details and must be able to multi-task in a fast-paced environment while projecting a positive professional attitude. Weekend and evening work will be required. The Special Events Senior Coordinator reports to the Special Events Manager and works in collaboration with all internal departments.

This role is key in delivering exceptional guest experiences while sharing responsibility for hospitality operations campus-wide across multiple locations and contributing to the Museum’s mission. Your work will help create memorable moments for every guest.

Principal Responsibilities (Essential Functions)

• Design and plan events including private events and as assigned, working within client’s expectations and budget
• Areas of Specialty will include but not limited to: Heavily focused on Weddings, Corporate, Community Engagement, Non-Profit, VIP & Stakeholder requests.
• Liaison with service providers and vendors to ensure successful events
• Facilitate all pertinent documentation for private and internal events (Banquet Event Orders, third-party rental orders)
• Collaborate with Culinary Services, Education, Advancement, Security and Facilities to ensure events run smoothly and are supportive of the overall mission of Crystal Bridges
• Coordinate with SE Team and other Museum Departments (Hospitality, Special Event, IT, Facilities, etc.) as required for event
• Serve as on site coordinator at special events, ensuring that events run smoothly and follow museum guidelines
• Train special event coordinators as well as other internal users as needed
• Follow up with clients after events have taken place to ensure customer satisfaction and cultivation for future events.
• Track and report on client progress and event status at team meetings.
• Perform additional responsibilities, although not detailed, as requested by Management.

Minimum Qualifications

Education, Training, and Traits:

• Minimum three years’ experience in event planning in a wedding, hotel, convention center or corporate environment.
• Working knowledge of food and beverage services is required
• Valid Driver’s License

Preferred Skills:

• Highly organized with great attention to detail.
• Outstanding customer service skills with excellent follow up.
• Ability to work well with public guests and internal personnel.
• Ability to work well with outside vendors.
• Experienced Microsoft Word, Excel, and PowerPoint user.
• Ability to learn and use Momentous software.
• Ability to learn and use event layout software such as Allseated/Prismm.
• Ability to manage resources and time efficiently.
• Ability to prioritize multiple projects.
• Ability to be flexible and resourceful.
• High level of independent judgement, displaying an ability to understand and maintain the highest levels of confidentiality and discretion.
• Excellent interpersonal communication and problem-solving skills.
• Believe in the Museum as a cause for social good and a positive, dynamic force for economic growth

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

Physical demands: In the work environment described below, position requires working in a high functioning kitchen for prolonged periods of time and good eye/hand coordination, bending and stretching for prepping, and physical stamina to lift a minimum of 25 pounds. Visual acuity to review written materials is required for this job. Additionally, this position requires meeting the public and the organization in a professional and courteous manner. Occasionally, while performing the duties of this job, the employee is required to independently travel in the local area.

Work environment: Work will be performed in an office environment, museum spaces, and in communities served. The physical arrangement of the office may require the position to work in an open environment within proximity to other colleagues. Workspace must be organized and reflect efficiency. The noise level in the Museum work environment is usually low to moderate. Frequent evening and weekend work hours and some travel is required.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.