Event Specialist

Title: Event Specialist

Department: Advancement

Reporting to: Sr. Manager of Philanthropy; dotted line to Senior Event Specialist

Date: December 2025

Status: Full-time, union position

Rate of Pay: $53,571.96

Job Summary:

The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Event Specialist to help plan, execute, and evaluate fun and engaging events of all sizes. Events take place at the Museum throughout the year, and may also include off-site events. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.

The Event Specialist will also support the EcoTarium’s facility rental program, collaborating with the Sr. Events Specialist, Marketing team and Chief Advancement Officer to promote rentals, and interfacing with potential clients, managing inquiries and leads throughout the sales process, managing logistics and serving as host for specified booked events.

This position will work collaboratively with all departments within the Museum to create memorable experiences for our guests. This position will work closely with members of the Development Team to solicit, secure, and manage event partners - e.g. vendors, auction donors. - throughout the year and maintain positive relationships with vendors in order to foster long-term growth.

Essential Functions:

• Share responsibility with the Senior Event Specialist in the development, planning, coordination, and execution of special events and facility rentals for diverse audiences, including youth, adults and seniors
• Develop and maintain detailed event project plans, timelines, and runs of show; communicate plans clearly to internal departments and key stakeholders
• Coordinate all event logistics, including venue setup, catering, A/V needs, transportation, entertainment, staffing, and vendor management
• Collaborate closely with internal teams, including Marketing, Guest Services, Operations, Exhibits, Education, and Buildings & Grounds, to ensure seamless event execution
• Participate in the annual review of facility rental offerings and pricing, and contribute recommendations for modifications
• Develop promotional strategies with the Marketing team to increase facility rental inquiries and revenue, including website content, digital campaigns, and print materials.
• Serve as a primary point of contact for assigned facility rentals, providing timely, professional customer service throughout the inquiry, sales, planning, and on-site execution process
• Staff events and facility rentals, as required, including select evenings and weekends, and serve as on-site host to ensure a positive guest experience
• Determine appropriate staffing for events, coordinate with EcoTarium staff and volunteers, and provide training or direction as needed
• Assist with set-up, breakdown and post-event cleanup; manage event supplies and inventory, including alcohol when applicable
• Track event expenses and revenues, gather/interpret post-event evaluations and feedback, and summarize results, findings, and go-forward recommendations in post-event reports
• Represent the EcoTarium by staffing promotional tables at select events and community festivals

Non-Essential Functions:

• Participate actively (virtually or in person) in staff meetings, daily huddles, and staff trainings
• Contribute to a professional and motivational work environment by encouraging teamwork and providing positive reinforcement to team members when a job is well done
• Serve on staff ad-hoc committees when needed
• Other duties as assigned

Qualifications:

• Associate’s degree required, Bachelor’s degree preferred in Event Management, Marketing, Communications, Hospitality or a related field
• Minimum of two (2) years of experience in event planning and/or coordination, with demonstrated success planning and executing events
• Experience in a museum, non-profit, fundraising, or mission-driven environment preferred
• Experience working with or supervising volunteers a plus
• Interest in science and nature
• Pass CORI, SORI and background checks according to EcoTarium guidelines
• Must have a valid driver’s license
• Must be or become TIPs certified for alcohol service
• Strong organizational, multitasking, and project management skills with attention to detail and deadlines
• Excellent verbal and written communication and interpersonal skills; ability to work effectively with diverse audiences
• Demonstrated commitment to high-quality customer service
• Ability to work independently and collaboratively in a team environment; strong collaboration and leadership skills
• Proficiency with Microsoft Office (PowerPoint, Word, Excel) and Google Workspace (Docs, Sheets, Meet, Chat), experience with Altru or Raiser’s Edge a plus
• Ability to work a flexible schedule, including evenings, weekends and holidays, as required by event and facility rental needs
• Ability to perform the physical demands of the role, including lifting up to 35 lbs., navigating indoor and outdoor spaces in varying weather conditions, and setting up and breaking down event equipment in a highly active, guest-facing environment

The EcoTarium is an equal-opportunity employer. We value each member of the team, and are committed to inclusion and fostering a sense of belonging. We embrace diversity, and strive for equity and universal accessibility for employees and visitors.

Job Type: Full-time

Pay: $53,571.96 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Opportunities for advancement
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Please state your full mailing address
• Please state the email address that you commonly use

Work Location: In person

Salary : $53,572