What are the responsibilities and job description for the Coordinator, Events position at Discovery Place?
At Discovery Place, a 501(c)(3) nonprofit organization, we fuel your passion for science and the natural world by delivering awe-inspiring exhibits and educational programs.
Our immersive experiences captivate, challenge, and empower audiences of all ages, sparking a spirit of discovery and lifelong learning. We hope to forge a future where science catalyzes, creating boundless opportunities, fostering hope, solving complex problems and driving positive change across the globe.
We’re looking for driven, talented individuals who share our passion for making an impact and having fun while doing it.
Summary
The Coordinator, Events is a leader on the Advancement team who is responsible for planning and executing special events (event rentals and Discovery Place special events) at each of Discovery Places five properties. This position leads the collaboration with clients, vendors, and colleagues to deliver quality experiences on time, on brand, and within budget. Duties include managing the contracted and in-house event staff on site during rentals as well as directing clients through the sales cycle including site visits, contract preparation and negotiation, and event execution.
Additionally, this position works as a partner with the Director, Events and coordinates the administrative, creative, and logistical aspects of Advancement and Member events at all Museum locations from conception to completion. The Coordinator, Events is responsible for the development and execution of events that increase contributed revenue, cultivate and steward donors and members, and advance our institutional strategic priorities.
Essential Duties And Responsibilities
Event Management
The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities of this job. Other duties may be assigned. This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.
Our immersive experiences captivate, challenge, and empower audiences of all ages, sparking a spirit of discovery and lifelong learning. We hope to forge a future where science catalyzes, creating boundless opportunities, fostering hope, solving complex problems and driving positive change across the globe.
We’re looking for driven, talented individuals who share our passion for making an impact and having fun while doing it.
Summary
The Coordinator, Events is a leader on the Advancement team who is responsible for planning and executing special events (event rentals and Discovery Place special events) at each of Discovery Places five properties. This position leads the collaboration with clients, vendors, and colleagues to deliver quality experiences on time, on brand, and within budget. Duties include managing the contracted and in-house event staff on site during rentals as well as directing clients through the sales cycle including site visits, contract preparation and negotiation, and event execution.
Additionally, this position works as a partner with the Director, Events and coordinates the administrative, creative, and logistical aspects of Advancement and Member events at all Museum locations from conception to completion. The Coordinator, Events is responsible for the development and execution of events that increase contributed revenue, cultivate and steward donors and members, and advance our institutional strategic priorities.
Essential Duties And Responsibilities
Event Management
- Designs and execute external and internal events
- Develops and maintains relationships with clients to identify their needs and outline the scope of the event including budgeting, scheduling, coordinating outside vendors and conveying any additional equipment needed
- Directs and train event staff and manages their activities from the set up to the breakdown of the event
- Oversees the coordination of internal Discovery Place needs including building services, IMAX/AV, Collections, Exhibits, and Education
- Responsible for ensuring compliance with insurance, legal, health, and safety obligations
- Negotiate and execute rental contracts
- Maintains contracts, service agreements, sales orders, delivery manifests and other documents to ensure proper delivery of services on behalf of the organization
- Develops and maintains relationships with outside vendors (manages contracts, deliveries, and execution)
- Prepare analysis and reports for each Discovery Place hosted event including progress reports, budget to expense details, attendance information, summary of feedback from guests
- Uses customer feedback to focus on continuous improvement including recommending new ideas to improve provided services and event quality to management
- Plans and executes the sales cycle by identifying and pursing new clients
- Generate new client relationships and stay connected to existing relationships through frequent contact.
- Create community awareness by attending community activities, events, or networking meetings.
- Manages department controllable expenses to achieve or exceed budgeted goals.
- Manages multiple priorities and meets deadlines
- Manages internal events for Discovery Place properties
- Other duties as assigned
- Bachelors degree
- 4 years of experience in event management work nonprofit or for-profit
- Excellent internal and external customer service skills
- High attention to detail
- Passion for the Discovery Place mission
- Strong writing and copy-editing skills
- Entrepreneurial spirit with high energy for working in a fast-paced, dynamic team environment
- Ability to work both as a team member and autonomously
- Comfort and ease in speaking with high-level donors and high-profile clients
- Sound judgment in maintaining confidentiality of donor information.
- Proven ability to meet deadlines
- Experience creatively working within budget to meet goals
- Excellent interpersonal communication skills
- Experience using a database to track work
- Proficiency with Microsoft Office suite (Word, Excel, Outlook, PowerPoint) required
- Must be able to work a flexible schedule early mornings, nights, weekends and events outside of normal business hours
- Must possess a valid drivers license
- Ability to adapt, plan for, and manage multiple projects in a fast-paced setting
- Ability to navigate a large organization, follow protocols, and communicate effectively with multiple departments
- Appreciation of the role of philanthropy in building community
- Prior supervisory experience
- Experience working with volunteers
- Sound decision-making skills in high-pressure situations
- Demonstrated creativity in conveying messaging to achieve goals
- Demonstrated understanding of fundraising fundamentals
- Experience with Altru or Blackbaud products desired
- Must be able to lift boxes up to 20 lbs.De
- Must be able to drive to off-site meetings and DPI site locations
- Must be able to work while standing and walking during events
The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities of this job. Other duties may be assigned. This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.
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