Special Events Coordinator - Temporary

Position Summary:  Support the work of the Special Events department by assisting with the coordination and implementation of a robust calendar of events and drop-in programs. These events include races, festivals, theater performances, concerts, plant shows, expos, and culinary events. 

Essential Functions: 

• Assist with various aspects of event coordination including, but not limited to, maintaining event timelines, compiling and tracking event expenses, booking entertainment, preparing performer and vendor contracts, requesting and/or preparing promotional items and signage, creating and managing website content, outlining support roles and requesting volunteers, coordinating the deliveries of all required event equipment and supplies, and assisting in the development of promotional plans.

• At times serve as on-site lead, making event-related decisions, troubleshooting problems and ensuring a positive event experience for visitors and vendors. 

• Assist with creating and communicating event layouts, overseeing event set up and tear down, and troubleshooting problems in collaboration with the Special Events Manager. 

• At times, manage event elements for the Arboretum’s annual Illumination event, ensuring that visitor, volunteer, and employee needs are addressed, including following-up and resolving customer service issues.

• Respond to public and member email and phone inquiries related to programming, or redirecting to the appropriate parties as necessary for follow up. 

• Assist Special Event planner by utilizing various software systems to streamline the event management process. Process payments and create reports, lists, and room diagrams that meet each event’s needs. Create and edit templates for vendor applications and processing payments.

• Other duties as assigned.

Qualifications: Bachelor’s degree in event planning, hospitality/tourism, communication or related field preferred. 2 years related work experience preferred. Excellent communication and customer service skills. Must have outstanding organizational skills and attention to detail with the ability to manage multiple projects, all at various stages of planning, execution, and evaluation.Intermediate proficiency with Microsoft Office and Google applications. Excellent public speaking skills with the ability to communicate with a diverse audience. Must possess a valid driver’s license, which is subject to insurability and an annual Motor Vehicle Record (MVR) report, for travel between Arboretum locations, including off-site event locations.

Success Factors: Personable, outgoing, and customer service-oriented individual who is energized by public contact and interaction. Ability to manage multiple priorities at one time and take initiative. Creative, dynamic, energetic, flexible, and friendly individual who finds satisfaction working with various audiences and volunteers. Ability to motivate others, manage events, and accept responsibility. Excellent skills in planning, organization, and supervision. Ability to work well with colleagues. Able to exercise independent judgment when handling problem resolution. Other highly desirable skills include: museum interpretation, customer engagement skills, public relations, good written communication skills, and knowledge of horticulture or natural history. Ability to embrace and align with the organization’s employee core values to be inclusive, take ownership, work together, keep learning and make the Arboretum exceptional.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity: limited lifting and carrying (up to 35 lbs.), standing for long periods of time and walking over all types of terrain. 

• Work Environment: Office environment and event locations (indoor and outdoor) around the Arboretum. Some work may be performed off premise.

• Equipment: General office equipment, two-way radio, golf cart, Cushman cart.

• Schedule: Expected hours 10-20 per week. Must be flexible and available to work frequent evenings and weekends, according to events schedule.

All Arboretum employees will be required to be fully vaccinated against COVID-19 and provide proof of that status in order to maintain their employment.

The Morton Arboretum is a champion of diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success. The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.  

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.