Summary:

The Special Events Coordinator (SEC) will support all aspects of MFAH’s Special Events department related to event planning and execution and related activities. The SEC will professionally plan, implement, and assist with a wide range of special events. The SEC is a friendly and patient individual with a "can do attitude," possessing exceptional organization and communication skills combined with the ability to multitask and project manage the details.

The SEC should be self-motivated, willing to work both indoors and outdoors, and not be afraid to get their hands dirty, yet able to conduct a variety of activities during a work day which will rarely be described as “normal”.

This position requires entry and oversight of detailed record keeping and maintaining meticulous files; must have previous (successful) experience in fast-paced, demanding environment where accuracy, attention to detail, and responsiveness was achieved.

While successful execution of events is extremely important, the number one priority of all Special Events Department personnel is the safety and protection of the art. The SEC is also responsible for overseeing all contractors while setting up for an event in galleries, during service for the event, and while removing equipment following events.

Events and duties are assigned under the supervision of the Head of Hospitality. This schedule includes internal events by department and location (Main Campus, Bayou Bend, Rienzi, Glassell School) and external events.

Internal Events:

• Works with various museum departments in scheduling, planning, executing, and billing of routine museum events as directed by the head of the department
• Coordinates routine and special events for the Administration, Curatorial, Education, Development, Marketing & Communications, and Membership departments, as well as for the Glassell Junior School, Glassell Studio School, Bayou Bend, and Rienzi
• Responsible for all logistics relating to internal events such as ordering food and supplies, set-up, service, and clean up for routine daytime museum meetings (museum director’s luncheons, select committee and sub-committee luncheons, etc.)
• Coordinates refreshment service of routine museum programs
• Assists the head of the department in planning and executing annual museum fund raising events

External Events:

• Responds to inquiries about entertaining at museum facilities
• Communicates external event information for listing on the Management Schedule (Master Calendar)
• Plans, executes, and invoices select external events from initial contact, through proposal and contract preparation, to post-event billing, under the supervision of the head of the department
• Coordinates with all event service providers contracted by client / host to ensure compliance with museum policies and restrictions

General Duties:

• Schedules museum on call and contract staff for events, as needed.
• Requests and retrieves Texas Alcoholic Beverage Commission (TABC) Caterer’s Permits for all events from the local TABC office
• Assists with updating the monthly list of events requiring valet services and/or HPD
• Communicates complete event details, in advance, to other museum departments (Administration, Buildings & Grounds, Education, Guest Services, Security, etc.) by means of Event Specification Sheet
• Prepares departmental forms for each event: Food / Beverage Consumption Report, AOTS / TABC Worksheet
• Prepares an Event Billing Form for each event, providing comprehensive information to the Operations Manager, Special Events in order to bill for the event
• Assists the Operations Manager, Special Events in completing purchase orders, billing for events, and other clerical and general office duties, as assigned by the head of the department
• Maintains liquor inventory and orders all alcoholic beverages and related supplies, as needed
• Assists the Operations Manager, Special Events with the quarterly liquor inventory for Accounting
• Assists with the general order of Special Events storeroom, including the retrieval of delivered supplies
• Assists with general housekeeping duties to maintain Special Events equipment

Skills, Knowledge and Abilities:

• Exceptional organizational skills, with a keen attention to detail, blended with the ability to work independently, with minimal supervision and as an integral part of a team!
• Must be able to communicate with all levels of museum personnel, as well as external event clients and their guests
• Strong clerical and accounting skills required, with a working knowledge of Microsoft Office products (Word, Outlook, Excel)
• Ability to plan and comfortably and professionally supervise the work of contractors, staff and vendors.
• Ability to work on multiple tasks concurrently
• Action oriented to take thoughtful initiative when needed.
• TABC certified preferred
• Must be team oriented with a strong amount understanding and flexibility.

Education and Experience:

• Bachelor's degree in related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.
• Minimum three years experience in event planning, catering or hospitality service industry

Work Schedule

Full-time, nonexempt/hourly position, requiring a minimum of 35 hours per week, most weeks. Extensive in-person weekday and weekend events are a regular part of the role. We understand and support work-life balance and work hard with staff to provide flexibility to support schedules outside of the events calendar.

Working Conditions and Other Requirements

• Must be able to work under time constraints and within established deadlines.
• May assist with some tandem lifting and moving of materials. Must have the ability to push, pull, reach, bend, twist, kneel and balance when performing job duties in varying work areas such as confined spaces.
• Work is performed in varied environments; indoors in a climate-controlled environment, as well as outdoors. May be exposed to various environmental and event related factors such as but not limited to music, and crowd noise at a high, medium or low noise intensity
• May include prolonged sitting and standing
• Ability to collect and analyze numerical and written data and verbal information to reach logical conclusions
• Occasionally working long hours between breaks depending on the event requirements
• Ability to work under deadlines and sometimes changing requirements or expectations in an appropriate manner

About the MFAH

The MFAH is an organization comprised of 600 employees and 1,000 docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media. As an employer, MFAH offers a supportive, collegial and inclusive work environment and a competitive benefits package.

Position Available:

Title: Special Events Coordinator

Reports to: Assistant Director, Special Events

Classification: Nonexempt/Hourly

Schedule: 35-hour work week, with evenings and weekends depending on events calendar

Pay Rate: Please see “Compensation” below

Work Location: Museum of Fine Arts, Houston

Working Conditions and Physical Demands

Work will be performed across MFAH campus, including conference rooms and galleries, and outdoor locations. Work may vary and can involve physical labor during the design and installation processes. With or without reasonable accommodation, the individual selected must have the capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:

• Must undergo and meet company standards for relevant criminal background and professional reference checks.
• Ability to successfully handle and complete multiple tasks concurrently.
• Seeing, hearing, speaking, and writing clearly in order to communicate with staff, guests and others.
• Frequent sitting, standing, bending, walking, and reaching, which may be required for extended periods of time.
• Good vision or corrected by use of glasses and/or contacts for reading and viewing abilities.

Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: HR@mfah.org

Benefits:

The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:

• Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
• Dental Insurance: Employee and dependent coverage through two plan choices
• Vision Insurance: Employee and dependent coverage through a vision program
• Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
• Life Insurance & AD&D: Employee coverage at no cost to the employee
• Long Term Disability: Employee coverage at no cost to the employee

The MFAH provides a generous schedule for time off under the following benefit categories:

• Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
• Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
• Holidays - Full-time employees receive ten paid holidays per year
• Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.

Other Benefits

• Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match!)
• MFAH Membership – Staff receive a free Family-level membership
• Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and the Glassell School of Art.
• Metro commuter subsidy available upon request

Compensation:

Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description. The MFAH has set the pay range for this job and level as a general guideline and not a guarantee of the compensation amount or salary. A salary range for this role has been set but we know additional factors may be considered in extending an offer including (but are not limited to) responsibilities of the job, education, candidate experience and unique qualifications, knowledge, skills, and abilities, the needs and requirements expressed in the job description, as well as internal equity, and alignment with market data, and any related regulations or other laws.

Application Procedure

Qualified applicants should apply online, which will be the most effective way to ensure consideration. 

Application materials should include a cover letter, your resume or CV, and if you prefer, a list of references will be accepted but not required at this early stage in the process.

Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.