Special Events Coordinator

Position Title:     Special Events Coordinator

Reports To:         Associate Director of Special Events

Status:                  Hourly, Non-exempt                                                                         

Updated:             December 17, 2025

Job Summary:  At the direction of, and in collaboration with the Associate Director of Special Events, you will be responsible for coordinating and executing a wide range of sophisticated AMFA-driven programming and signature events, helping to create outstanding experiences that are unmatched in our region for their polish, prestige, and professionalism. The ideal candidate is a trend-setter in the event world, a logistical wizard, and a collaborative partner dedicated to putting AMFA on the cultural map. This position plays an essential supporting role in ensuring that all event details are well organized and executed to reflect the Museum’s standards of quality and professionalism.  

Key Responsibilities:

General

• Arrive on time and ready to work, as scheduled.
• Maintain an accurate record of time worked using web-based time and attendance system.
• Work occasional mandatory overtime, as necessary.
• Work in a professional and cooperative manner with other AMFA associates and employees.
• Maintain a professional, neat, clean, well-groomed appearance. 
• Assist with other duties as assigned.

Event Development, Execution, and Logistics:

• Assist the Associate Director of Special Events with logistics, coordination, and execution of all Museum and facility rental events. Examples of these events are weddings, corporate gatherings, exhibition openings, donor receptions, and family events.  
• Serve as on-site support for facility rental events, including nights and weekends as scheduled. 
• Create and manage all supporting event documentation, including internal Event Orders (EOs), detailed room layouts, décor plans, production schedules, load-in/load-out schedules, and set up notes.  
• Assist and direct the facilities team during event setup and breakdown, ensuring layouts are executed flawlessly and safely. 
• Assist with tracking event related invoices, contracts, and other administrative paperwork. 
• Provide general administrative support in relation to special events including scheduling, correspondence, and data entry as needed.  
• Harness your full creativity to help design and execute remarkable signature events that elevate the Museum's brand and put AMFA on the cultural map. 
• Assist with booking and managing event talent, from musicians to speakers. 
• Stay ahead of industry developments, acting as a trend-setter to bring fresh and innovative ideas to Museum programming. 

Cross-Departmental Collaboration and Operational Excellence: 

• Work collaboratively with various internal departments to schedule, plan, and execute flawless special events, and manage relationships with external vendors for décor, lighting, A/V, and rentals, ensuring they meet the Museum's high standards. 
• Maintain a high level of cleanliness, organization, and service that puts the Museum in the best possible light at all times. 
• Help maintain a detailed inventory of all event-related items, including décor, linens, lighting, and A/V equipment. 
• Ensure all events are executed with professionalism and polish, reflecting the prestige of the institution. 

Qualifications, Knowledge, Skills, and Abilities

• High school diploma or equivalent.
• 2-4 years of direct experience in event planning, production, or hospitality, preferably within a cultural institution, fine arts venue, or luxury brand. 
• A proven logistical expert with a track record of managing complex event setups, vendor coordination, and timelines. 
• Exceptional organizational skills and meticulous attention to detail, especially in documentation. 
• A creative and visionary thinker with a passion for event design, programming, and the arts. 
• Strong interpersonal and communication skills, with the ability to collaborate effectively and professionally across all levels of an organization. 
• Calm under pressure, with the ability to problem-solve effectively in real-time.
• High-level commitment to customer service, polish, and professionalism. 
• Proficiency in event management software and room diagramming tools is a plus, as well as a strong aptitude of Microsoft Office Suite.  
• Must have a flexible schedule. Nights and weekends are expected and required for this role. 

Physical Requirements and Working Conditions

• Sitting:  Ability to regularly sit for extended periods (up to five hours) while performing administrative duties, including planning, scheduling, and computer-based work.
• Standing: Ability to regularly stand for prolonged periods (up to five hours) during events, including setup, execution, and breakdown activities.
• Walking: Ability to regularly walk frequently throughout event spaces, offices, and outdoor venues, sometimes over uneven surfaces.
• Climbing Stairs: Ability to regularly ascend and descend stairs multiple times during the workday, as required by event venues and office locations.
• Lifting and Carrying: Ability to regularly lift, carry, push, and/or pull event-related materials and supplies weighing up to approximately 25–30 pounds, occasionally more with assistance.
• Manual Dexterity: Ability to regularly use hands and fingers for handling event materials, operating equipment, and using office tools.
• Computer Use: Ability to regularly use a computer, keyboard, mouse, and standard office software for event planning, communication, and documentation.
• Communication: Ability to regularly communicate effectively and professionally, both verbally and in writing, with staff, vendors, clients, and the public in a variety of environments, including noisy event settings.
• Visual Acuity: Ability to see and read printed and digital materials, monitor event details, and observe surroundings to ensure event quality and safety.
• Hearing Acuity: Ability to hear and understand spoken communication in person and over the phone, including in environments with background noise.

• Mobility and Endurance: Ability to maintain physical stamina and mobility to meet the demands of event schedules, which may include evenings, weekends, and extended hours.

• Work is primarily performed inside the Museum, both in a working office and event spaces.
• Occasionally, but temporarily, exposed to outside weather conditions; occasionally includes rain, snow, ice, sleet, and extreme hot or cold temperatures. 
• Occasionally exposed to noise levels up to eighty-five decibels.

Note:  This job description is intended to outline the general responsibilities and qualifications of the Special Events Coordinator.  It may be subject to change based on the Museum’s specific needs and policies.