Event and Program Coordinator

Description

Status: Full Time, Non-Exempt, 37.5 - 40 hours/week

Department: Sales / Guest Engagement (GE)

Who We Are 

At Virginia Living Museum, we inspire people to discover, care for, and protect the natural world. Home to 1,100+ Virginia native species, we connect with our community through immersive experiences, innovative partnerships, and investments in sustainability.

Accredited by both the Association of Zoos and Aquariums (AZA) and the American Alliance of Museums (AAM), Virginia Living Museum is one of only fifteen institutions in the country to hold both distinctions. Community volunteers outnumber staff by approximately 8:1, extending our reach and strengthening our mission every day. 

Our full-time employees enjoy a comprehensive benefits package, including 35 days of paid time off per year (9 holidays, a birthday, 10 vacation days, 12 sick days, and 3 personal days), fully paid life, short-term, and long-term disability insurance, dental coverage, and health insurance costs full or partially subsidized by the Museum. Additional benefits include a Flexible Spending Account (FSA) and the option to participate in a 401(k) retirement plan. Join this dynamic organizational culture to inspire and connect people with the natural world! 

General Statement of Duties

The Event and Program Coordinator is responsible for maximizing the guest experience by planning and executing engaging and relevant programs. This position recognizes the capacity to achieve greater results by integrating skilled volunteers, leveraging their diverse knowledge and abilities. This position’s priorities align with the VLM strategic plan's three core initiatives: immersive experiences, innovative partnerships, and investments for sustainability. This position reports to the Sales Manager.

Qualifications

• Experience in tourism, education, event management, business, or related field preferred 
• Creative, proactive, results driven high performer
• Proven ability to sell
• Outgoing personality who enjoys working with people and is committed to providing exceptional customer service and guest experiences
• Ability to communicate enthusiasm for the museum and its programs
• Exceptional ability to build and lead effective teams of staff and volunteers
• Must have proven experience organizing and chairing meetings
• Must have a professional appearance and demeanor
• Strong organizational skills. Able to gracefully handle multiple tasks simultaneously
• Exceptional communication skills, must be tactful and display discernment and discretion. Must be able to handle potentially confrontational situations. 
• Must be able to remain calm, make sound decisions and provide clear directions in a crisis situation

Duties and Responsibilities

• Be a positive enthusiastic representative of the Virginia Living Museum
• Plan, manage and execute Guest Engagement-led museum events and programs with the goal of maximizing revenue while providing engaging and relevant experiences for guests  
• Coordinate rental events such as weddings, holiday parties and corporate events
• Assist departments with staffing for day-of set-up and breakdown for events, including STEM Career Day, Otter Ball, Plant Sale, RAAW (when requested)
• Provide expert advice to departments during the event planning process, as available
• Build and maintain professional relationships with clients, guests, vendors and team members 
• Train and supervise staff. Participate in event setup including, but not limited to, tables, chairs, décor, linens, beverages, food, place cards, and trashcans
• Develop a working knowledge of the museum’s storage, security, lighting and sound systems
• During events, monitor caterers, DJs, photographers and other vendors involved to ensure they are following Museum policies, including noise levels
• When assigned, act as Manager on Duty, overseeing safety, security and ensuring the Museum closure policies are carried out correctly
• Keep detailed event and program records. Review history and lessons learned prior to starting the planning process. Lead planning process, as needed, for Guest Engagement events
• Handle all upcoming event meetings for Guest Engagement and rental events, working with Marketing & Communications on the Marketing and Events Calendar
• Recruit and contract speakers, artists, and other entertainment
• Develop processes to measure program success and report statistics to the team
• Provide the Sales Manager with recommendations on budget, policy and procedures regarding programs and events
• Write effective and creative copy to assist with marketing
• Oversee & schedule the Event Staff to ensure all events have adequate staffing coverage
• Ensure the Museum is restored after the completion of events and is presentable to the public
• Prepare event forms and ensure all contracts are executed correctly: signed by the correct party, Certification of Insurance in place, payment, etc.
• Integrate volunteers and/or interns into workflows, providing clear guidance and ensuring a positive, meaningful experience
• Other duties as assigned

Requirements

• Ability to work evenings/weekends
• Must be able to hear and speak clearly
• Physical requirements include medium work, exerting up to 50 pounds of force regularly
• Must be able stand for extended periods of time and move about on foot to accomplish tasks
• Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions
• Must have close visual acuity to operate a motor vehicle and perform activities such as: preparing and analyzing data, transcribing, viewing a computer, and extensive reading
• The position is subject to environmental conditions for activities occurring indoors and outdoors

Supervision Exercised: Event Staff

This job description in no way states or implies that these are the only duties to be performed by this employee. This position, Event & Program Coordinator, will be required to follow any other instructions and to perform any other related duties as assigned by the appropriate Supervisor/ Director. Virginia Living Museum reserves the right to update, revise or change the job description and related duties at any time.