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Company Name : Boca Raton Museum of Art
Location : Boca Raton, FL 33432
Position : Special Events Coordinator
Job Description : POSITION TITLE: Special Events CoordinatorSUPERVISED BY: Associate Director of Special Events & Visitors ServicesGENERAL RESPONSIBILITIESThe Special Events Coordinator (SEC) is responsible for overseeing particular tasks throughout the event planning process. The Special Events Coordinator (SEC) works as a liaison between vendors, Museum, and project managers to ensure successful production, including financial, branding, and membership goals.The SEC works in concert with the Special Events Associate Director to plan, coordinate, and execute all Museum events, fundraising, and members programming.SPECIFIC RESPONSIBILITIESEvent CoordinationArt Festival:The Special Events Coordinator is responsible for pre-production-production and post-production of the Art Festival from June to February each year with the following work dedication:June – August – 35% of the timeSeptember-October: 75%December-February – 100%Benefactors & Members EventsThe Special Events Coordinator works closely with Associate Directors of Special Events and the Development department to plan, coordinate and execute all members-related events and programs for each season (March – September),Creation and PlanningSEC is part of the Special events department and will participate in the creation and brainstorming process of each eventThe SEC is part of the planning team for Members events each seasonParticipates in event planning meetings; prepares agendas; issues meeting reminders; monitors RSVPs and attendance; and coordinates action items and follow-upWorks collaboratively with Museum staff and volunteers to develop creative, meaningful content and the best possible audience/guest listsWorks with local vendors to secure In-Kind partnershipsCoordinates project timelines, checklists, and run-of-shows; prepares for contingenciesSolicits bids and coordinates contracts with all event vendors, including caterers, event planners, outside facilities, AV providers, and other servicesIdentifies and obtains all necessary licenses and permits to conduct eventsMonitor RSVPs and assists with seating plans in conjunction with the Box Office AssociateCoordinates inventory for all events, including beverage and supply quantities, donated high-value auction items, and other materialsWorks with Marketing to coordinate pre/post event social calendar listings photography, and prepare all promotional and collateral material for eventCoordinate set-up and breakdowns with the facilities, maintenance, and security staffWorks with Volunteer Coordinator to identify, schedule, and train volunteersHelps to maintain the Museum’s Facility Use guidelines and procedures documentation.Other duties as assignedExecution: The SEA is responsible for the efficient and successful execution of all events and helps to ensure that they reflect the institution’s mission and standards of excellenceAttends events as required and coordinates vendors and onsite logisticsDrafts and briefs leadership and staff prior to each event regarding schedule, attendees, opportunities, and concerns; updates through duration as appropriateInteracts with event hosts, committee chairpersons, sponsors, and VIPs to ensure their expectations are met and to keep them properly informedHelps to track budgets and prepares financial progress reports to manage resources responsibly: submits a timely summary report following each eventREQUIRED MINIMUM QUALIFICATIONSBachelor’s degree or equivalent work experienceExperience in event planning and event budgetingExperience with Gmail and Google DocsExperience with MS Office (Word and Excel)Experience with Project Management tools as Monday.comExcellent time management and organization skillsExcellent communicator with close attention to detailFriendly, professional demeanor mandatory.Creativity to develop innovative ideas and to provide continuous quality improvementDiscretion and tact in dealing with confidential and complex customer service issuesAbility to work a flexible schedule, including frequent evenings and weekends.Bilingual Spanish preferredWORKING CONDITIONS/PHYSICAL REQUIREMENTSThe physical demands described here are representative of those that must be met by an employee to perform essential functions of this job successfully:Stands and walks throughout the workday, including sitting and bending; reaches, lifts, carries and manipulates various materials, supplies, and equipment; arranges furnitureWork is performed both indoors and outdoorsMust be in good general healthMust be able to function independentlyMust be able to cope in a fast-paced environmentWork requires continuous activity and frequent interruptionsIncumbents may be required to work extended hours or weekends when the workload requires.HOURS OF POSITION40 hours per week- Full time, ExemptFull Benefits, including Vacation, Sick, & 401K Retirement Savings PlanThe Boca Raton Museum of Art is an equal opportunity employer dedicated to a policy of nondiscrimination in employment without regard to race, creed, color, age, gender, gender identity, sexual orientation, religion, national origin, genetic information, disability, or protected veteran status. For more information, visit our website at http://bocamuseum.org.Job Type: Full-timePay: $48,500.00 per yearBenefits:401(k) matchingDental insuranceEmployee assistance programEmployee discountFlexible spending accountHealth insuranceLife insurancePaid time offVision insuranceSchedule:8 hour shiftMonday to FridayCOVID-19 considerations:For the well-being of staff and visitors, the Boca Raton Museum of Art adheres to guidelines and recommendations issued by federal, state and local government officials and agencies.Education:Bachelor’s (Preferred)Experience:Event Planning: 3 years (Preferred)Work Location: One location
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