Event Specialist

Job Description

Job Summary

This position will coordinate wedding receptions, meeting and small-scale rental bookings for Naper Settlement including but not limited to Innovation Gateway, Century Memorial Chapel, lawn areas, Plank Road, and other buildings/ areas site wide. As well as be support for Naperville Heritage Society Special Events Team, Large Scale Rentals, and Operations for including but not limited to three Naper nights series, Oktoberfest, All Hallow’s Eve, Howlin’ at the Moon. This position is expected to be courteous, friendly, and professional in all aspects of this position. This position is required to work evenings, and weekends dictated by wedding reception bookings, Typical schedule will be Wednesday through Sunday, but can change based on the needs of Naper Settlement.

Job Scope

Schedule/ reserve weddings and meeting rentals for Innovation Gateway and other rental spaces as it applies to weddings and meetings. Assists with meeting and event solicitation to meet strategic goals. Oversees and supervises the work of associated independent contractors, vendors, consultants, and volunteers as it pertains to weddings and meetings. UTILIZES Altru Software to sell rentals and work in data base.

Principal Duties and Responsibilities:

• PROMOTES and SELLS facility rentals through tours of the chapel, tavern and other rentable spaces, booking and documenting reservations, and completing confirmations and contracts.
• Coordinates, Manages, and Evaluates wedding and meeting rentals in Innovation Gateway and other areas as needed
• Coordinates and communicates with couples to schedule and book wedding receptions, including but not limited to walk throughs, site coordination, and vendor introductions.
• MAINTAINS communication and relationships with vendors.
• ASSISTS at Bridal Showcase, an annual bridal expo event with over 50 vendors at Naper Settlement.
• CREATES ideas to expand building use to businesses, bridal expos, volunteer expos, and other continuous bookings.
• WORKS with Organizational Resources, Director of Operations and the marketing department in the creation of event materials and programs to help publicize the events to the widest audience possible.
• PREPARES work orders, setup sheets, and timelines in advance for each event booked.
• MANAGES & Coordinates set-up, day-of, and breakdown of weddings and meetings in Innovation Gateway and/or other sites booked.
• Ensure all building equipment is functioning properly prior to rental start.
• Promotes and SELLS facility rentals through tours of the Chapel, Innovation Gateway, Tavern, Meeting House, and other rentable spaces, booking and documenting reservations, and completing confirmation and contracts.
• PERFORMS all other duties as assigned.
  
  

The above-noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the staff member a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

Skills, Knowledge And Abilities

Creative and innovative individual to help expand building use in new and old buildings on campus. Self-starter with extraordinary organizational and logistic skills; the ability to prioritize with great attention to detail. Must be high energy with the stamina necessary to oversee a busy wedding and rental calendar with accuracy and under pressure. Basic A/V experience or ability to learn. Exceptional, friendly, and professional customer service skills. Strong verbal and written communication skills. Excellent verbal and written communication skills, including the ability to compose, edit, and proof correspondence and documents. Ability to work collaboratively and meet deadlines while retaining flexibility. Ability to establish and maintain effective working relationships with the public, volunteers, staff, members, vendors, and event professionals. Interest in museums and not-for-profits. The job requires evening and weekend hours and the ability to work outdoors in all seasons to provide event oversight. Physical agility, visual and auditory capability.

Essential Functions

• Ability to operate office equipment in order to send and receive information with necessary optical, auditory, and manual dexterity.
• Ability to use a phone to receive and send information, including managing multiple lines.
• Ability to walk or stand for an hour or more at a time.
• Ability to lift or carry objects weighing at least 50 pounds.
• Ability to push or pull supply carts, equipment, or machines.
• Ability to drive an automobile, van, or truck on public roads and highways.
• Ability to proofread and check documents for errors.
• Ability to use a keyboard to enter, retrieve or transmit words or data.
• Ability to closely examine computer screens or written reports.
• Ability to multi-task and manage the completion of multiple projects moving them forward simultaneously.
• Ability to work in an area that may be uncomfortable due to temperature variation, noise, odors, or other conditions.
• Ability to read, comprehend and speak English and be able to demonstrate twelfth-grade reading skills.
• Ability to establish and maintain an effective working relationship with staff, members, volunteers, and the general public.
  
  

Minimum Education, Experience, And Certification Requirements

Bachelor’s degree required and one to two years of event management experience required with project management experience. Experience working in a museum or nonprofit organization is desired. A valid Illinois driver’s license is required.

Company Description

Experience History at Naper Settlement

Naper Settlement is an outdoor history museum featuring 13 acres of learning and interactive opportunities for all ages. Located in downtown Naperville, Naper Settlement is just steps away from dining, shopping, and the Riverwalk. Visitors are immersed in history as they learn about the past and how it relates to the present, from pioneer times to today. Highlights include special events and programs and activities year-round, both on- and off-site.

Our Mission: Naper Settlement creates community by connecting visitors to Naperville’s history through engaging, unique experiences.

Our Vision: As a reflection of Naperville’s history, the vision of Naper Settlement is to be a vibrant site that fosters visitor, community, and business conversations and enriching, engaging educational opportunities.

Our Values: Naper Settlement values education, preservation, quality visitor experiences, and community and public trust.

More information about Naper Settlement can be found at www.napersettlement.org. REQUIREMENT: PLEASE INCLUDE A COVER LETTER AND RESUME.

Experience History at Naper Settlement Naper Settlement is an outdoor history museum featuring 13 acres of learning and interactive opportunities for all ages. Located in downtown Naperville, Naper Settlement is just steps away from dining, shopping, and the Riverwalk. Visitors are immersed in history as they learn about the past and how it relates to the present, from pioneer times to today. Highlights include special events and programs and activities year-round, both on- and off-site. Our Mission: Naper Settlement creates community by connecting visitors to Naperville’s history through engaging, unique experiences. Our Vision: As a reflection of Naperville’s history, the vision of Naper Settlement is to be a vibrant site that fosters visitor, community, and business conversations and enriching, engaging educational opportunities. Our Values: Naper Settlement values education, preservation, quality visitor experiences, and community and public trust. More information about Naper Settlement can be found at www.napersettlement.org. REQUIREMENT: PLEASE INCLUDE A COVER LETTER AND RESUME.