EVENTS COORDINATOR

POSITION DESCRIPTION

The Events Coordinator is responsible for all event logistics for rentals and events for the Erie Art Museum. The Events Coordinator is responsible for booking rentals and working with clients from planning through completion of successful events to ensure positive client relationships. In addition to addressing the needs of all vendors, the Events Coordinator designs floor plans and coordinates purchasing and inventory for alcohol and any other supplies. This position reports to the Marketing Director of the Erie Art Museum. The position is part time, approximately 15 hours/week at $15/hour, with the potential to grow in the future. This is dependent upon the events calendar and includes evening and weekend hours.

DUTIES & RESPONSIBILITIES

  • Respond to rental inquiries and meet with potential clients
  • Coordinate meetings between clients and vendors (caterers, bartenders, florists, musicians)
  • Check rental email and voice messages and promptly respond to all rental inquiries
  • Maintain invoicing for rental events, work with Finance Director to coordinate billing
  • Communicate rental event agreement details with Facilities & IT Manager, Front Desk Assistant, Caterers, and other involved parties as needed.
  • Physical set up of layout for rental events in coordination with other Staff
  • Manage liquor inventory and oversee the setup liquor, beer, wine and mixers for events
  • Work with Front Desk to ensure front desk coverage as needed for rental events
  • Address facility rental event problems and coordinate solutions
  • Work at EAM events as needed, but not limited to: assisting at the front desk and serving as an additional layer of coverage to address issues on site when needed
  • Maintain rental agreements with clients and complete event checklists
  • Maintain a “Past Events” record for future reference
  • Keep weekday and weekend hours up to date on shared Google Calendar
  • Additional duties as needed and assigned

QUALIFICATIONS

  • Bachelors or commensurate experience with 3-5 years in event coordination
  • Strong verbal and written communication skills
  • Strong organizational and planning skills
  • Adept at responding to client concerns
  • Ability to manage multiple and ongoing deadlines
  • Ability to lift 50 pounds and be on feet for duration of event
  • Preference for nonprofit arts organizations and/or arts background

To apply, please send cover letter, resume and two references to: Laura Domencic at laura.domencic@erieartmuseum.org. Applications will be accepted until May 26th.

The Erie Art Museum

The Erie Art Museum, located in the heart of historic downtown Erie, Pennsylvania, is a major regional museum with a collection of over eight thousand paintings, sculptures, drawings, prints, ceramics, metal works and textiles, and an annual schedule of eighteen to twenty exhibitions.

The institution dates back to 1898 and is regarded as one of the cornerstones of the arts in the Erie region. The Museum Complex encompasses a modern 10,500 square foot facility, connected to some of the oldest and most beautiful structures in the city.

The Museum is a designated Regional Folk Art Support Center, and in 2011 was awarded the National Medal for Museum and Library Services. The Erie Art Museum is an important part of an exciting and well-funded downtown development initiative occurring in the old Erie city center.

The Erie Art Museum’s mission is to maintain an institution of excellence dedicated to the promotion and advancement of the visual arts: by developing and maintaining a quality art collection, by encouraging art in all its forms, by fostering lifelong art learning, and by building community among artists, art students and the public. The Erie Art Museum is a green institution occupying a LEED Gold certified facility and expresses its commitment to future generations through policies that assure and promote environmental sustainability. The Erie Art Museum is a proud partner to Erie Arts & Culture, a grantee of the Pennsylvania Council on the Arts and an Erie County Lead Asset as designated by the Erie County Gaming Revenue Authority.

Diversity & Inclusion
The EAM is an equal opportunity employer. The museum actively encourages candidates with diverse backgrounds to apply. It does not discriminate against any candidate or employee on the basis of race, national origin, sex, gender, gender identity, marital status, sexual orientation, age, disability, religion or veteran status.