Venue Coordinator

The Woodruff Arts Center; Saint Charles (MO); On-site; USD 28,000 - 39,000; Part time

Job summary

The Woodruff Arts Center in Atlanta, GA is seeking an experienced Venue Coordinator to join the Events Team. This on-site, part-time role will execute events, manage client and vendor relationships, coordinate logistics, and ensure smooth operation from setup to wrap-up.

You will work closely with the Senior Operations Manager and Logistics Specialist, coordinating with staff, security, catering, AV, and parking, while upholding terms and regulations.

Qualifications

• Accredited four-year degree in a related field.
• 1–2 years of event planning experience in arts or cultural settings.
• Strong communication and organizational skills.
• Ability to work fast-paced environments and solve problems.
• Experience with event planning tools and software.
• Attention to detail and multitasking ability.
• Knowledge of legal and regulatory event requirements.
• Flexible hours including events and weekends.

Responsibilities

• Serve as on-site main point of contact for events.
• Coordinate event logistics including setup, breakdown, vendor management, catering, AV and parking.
• Work with staff and security to prepare spaces.
• Communicate event details with clients, vendors, staff.
• Ensure adherence to terms and conditions.
• Attend events to ensure proper execution and handle issues.
• Complete summary report after each event.
• Perform other related duties.

Skills

Communication

Interpersonal skills

Organizational skills

Event planning tools

Attention to detail

Multitasking

Legal/compliance knowledge

Education

Bachelor's degree in Event Management

Tools

Event planning software

Job description

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.

Reports to: Senior Operations Manager

FLSA: United States of America (Non-Exempt)

Employment Status: Regular/Part time

The Woodruff Arts Center, a premier cultural destination located in Atlanta, GA is seeking an experienced Venue Coordinator to join our team. The ideal candidate will be responsible for executing events at our facilities. This person will have a proven track record of working with clients and vendors to ensure successful event execution. This part-time position will work closely with the Operations Manager and Logistics Specialist of the Woodruff Arts Center Events Team.

JOB FUNCTIONS

• Serve as on-site main point of contact for events at the Woodruff Arts Center.
• Assist in coordination of event logistics, including but not limited to: event set-up and breakdown, vendor management, catering, a/v equipment and parking arrangements.
• Work closely with Woodruff Arts Center staff and security to ensure event spaces are properly prepared and meet client needs.
• Assist in communication of event details and timelines with clients, vendors, and staff to ensure smooth execution.
• Ensure all parties involved understand and adhere to the Woodruff Arts Center terms and conditions.
• Attend events to ensure proper execution and handle any issues that may arise during the event.
• Complete summary report details following each event.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

• Accredited four-year college or university with a degree in Event Management, Marketing, Business, Communications, or related field.
• 1-2 years of experience in event planning and coordination, in an arts or cultural institution.
• Effective communication, excellent interpersonal and organizational skills
• Ability to work effectively in a fast-paced environment, under pressure, and problem-solve accordingly.
• Familiarity with event planning tools and software
• Strong attention to detail and ability to multitask
• Knowledge of legal and regulatory requirements for events
• Flexible working hours, including events and weekends, to attend events and meetings as required.

The Woodruff Arts Center is one of the largest arts centers in the world, home to the Tony Award-winning Alliance Theatre, the Grammy Award-winning Atlanta Symphony Orchestra (ASO) and the High Museum of Art, the leading art museum in the Southeast. Over 800,000 patrons travel to The Woodruff for outstanding theatre, music and exhibitions each year.

Employment Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.