Description

SUMMARY:

Our part-time Coordinator, Events is a critical member of the Advancement team who is responsible for planning and executing special events at each of Discovery Place’s 4 locations (Uptown Charlotte, Freedom Park, Huntersville, and Rockingham). The Coordinator, Events primary responsibility is the execution of events that increase earned revenue, while secondarily supporting events that cultivate and steward donors and members and advance our institutional strategic priorities.

As such, this position collaborates with designated clients, vendors, and colleagues to deliver quality experiences on time, on brand, and within budget. Duties include managing contracted (vendors) and Discovery Place staff on site during rentals as well as navigating clients through the sales cycle including hosting site visits, contract preparation and negotiation, and event execution.

Additionally, this position works as a partner with the Director, Events and other Coordinator, Events to perform the administrative, creative, and logistical aspects of Advancement, Member, and institutional Discovery Place events at all Museum locations from conception to completion.

Essential Duties and Responsibilities:

Event Management

• Executes external rental events and supports internal events as directed
• Develops, maintains, and grows relationships with clients. Skillfully identifies their needs and outlines the scope of the event including budgeting, scheduling, coordinating outside vendors and conveying any additional equipment needed

• Negotiates rental contracts for supervisor approval and signature
• Directs and trains internal staff supporting the event and manages the execution of their responsibilities from set up to breakdown of the event
• Oversees the coordination of internal Discovery Place needs including building services, IMAX/AV, IT, Collections, Exhibits, and Education
• Responsible for ensuring compliance with insurance, legal, health, and safety obligations

• 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 positive relationships with outside vendors (manages contracts, deliveries, and service execution)
• Prepares 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

General Duties

• Plans and executes the sales cycle by identifying and pursing new clients
• Generates new client relationships and stays connected to existing relationships through frequent contact.
• Adopt fiscal responsibility for ensuring department expenses do not exceed budget
• Manages internal events for Discovery Place properties as directed
• Other duties as assigned

Qualifications

MINIMUM QUALIFICATIONS REQUIRED:

• High school diploma or equivalent
• 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
• Ability to operate at a highly professional level
• Comfort and ease in speaking with high-level donors and high-profile clients
• Sound judgment in maintaining confidentiality of client and donor information.
• Proven ability to meet deadlines
• Sound decision-making skills in high-pressure situations
• Excellent interpersonal communication skills
• Ability to adapt, plan for, and manage multiple projects in a fast-paced setting
• 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 driver’s license

PREFERRED SKILLS

• Ability to navigate a large organization, follow protocols, and communicate effectively with multiple departments
• Appreciation of the role of philanthropy in building community
• Experience creatively working within budget to meet goals
• Prior supervisory experience
• Experience working with volunteers
• Experience using a database to track work and client management
• Demonstrated creativity in conveying messaging to achieve goals
• Demonstrated understanding of fundraising fundamentals
• Experience with Altru or Blackbaud products desired

PHYSICAL REQUIRMENTS:

• Must be able to lift boxes up to 20 lbs.
• Must be able to travel to off-site meetings and all Discovery Place 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.