Event Coordinator

JOB SUMMARY:

The event program is one of several exciting entry points for guests to engage with the unique and educational spaces at Great Lakes Aquarium. Community members gather for weddings, conferences, birthday and holiday parties, meetings, and more! Each of these events is a way for the Aquarium to connect guests with the water and wildlife of Lake Superior and beyond. The Event Coordinator plays a vital role in making these connections.

The Event Coordinator will work with the Event Manager and event support staff to oversee the intricate details of Great Lakes Aquarium facility rentals and off-site events. This work includes communicating sincerely and professionally with event guests and vendors at all times. An organized, detail-oriented, and communicative individual will be the most successful in this position.  

The person in this role will be responsible for the training, supervision, and administrative duties related to staffing and implementing facility rentals, maintaining consistent standards of exceptional service throughout. The individual will also provide input into daily policies and procedures at Great Lakes Aquarium, as a whole.

This is a part-time position, averaging 20-30 hours per week. Individuals must be able to work a flexible schedule that periodically includes weekends, evenings, and federal holidays. 

POSITION OPEN UNTIL FILLED. We will review applications as they are received. 

ESSENTIAL FUNCTIONS:

Event Coordination -- 80%

• Identify the needs and expectations of each event. Communicate regularly with the Event Manager to ensure a common vision and plan for successfully and professionally executing each event. 
• Liaise with event hosts, Aquarium staff, vendors, and exhibitors during the event planning process to ensure a meticulously polished final product.
• Work closely with the Event Manager and Front End Manager to direct event staff which may include training, allocation of duties, oversight of operations, and problem resolution. 
• Keep Event Manager and staff informed about event logistics to ensure appropriate adjustments are made to Aquarium operations.
• Manage and oversee all day-of event logistics including directing set-up, actively and professionally problem-solving, coordinating staff, vendors and guests, overseeing program logistics, and managing clean up efforts.
• Oversee internal bar service including safety and quality, vendor relations, inventory, and security.
• Participate in the coordination and implementation of off-site events benefiting the Aquarium’s community outreach efforts. 

Office Administration—10%

• Use various Aquarium systems for email, calendaring, etc.
• Minor event-related data entry as requested
• Scheduling of event staff
• Conduct pre- and post-event evaluations and communicate analyses with Event Manager.

Additional duties as assigned—10%

• Participate in staff training
• Assist with the management of event spaces including but not limited to organization and inventory
• Articulately propose creative ideas to improve services and event quality

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.

SKILLS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential function listed above satisfactorily. Additionally, the requirements listed below are representative of the knowledge, skill, and/or ability required:

• Positive and outgoing personality 
• Excellent verbal communication skills and the ability to analyze and solve problems effectively
• Strong work ethic with a willingness to help out where needed 
• Ability to work in a team environment or individually with minimal to moderate supervision
• Familiarity with handling cash and computerized point of sale systems
• Working knowledge of PCs and software applications including Microsoft Office Suite and the internet. 

Preferred Qualifications:

• Retail or customer service experience
• Bartending experience

EDUCATION and/or EXPERIENCE:

The applicant should have at least two years of customer service experience; management of customer service or events preferred. 

PHYSICAL REQUIREMENTS and/or WORK ENVIRONMENT:

The physical demands and work environment 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 the essential functions.

This is a physically active position. While performing the duties of this job, the employee will regularly be required to set up folding tables and chairs, lift full cases of beverages and 20# bags of ice, as well as lift and/or push a cart full of additional items required for bar service. Typically, the employee will be located on the Aquarium exhibit floor, in meeting rooms, in the outdoor beer garden space, and in an office environment. The employee will be required to be alternatively stationary and active for long periods of time on the concrete Aquarium floor. Events may last from 1-12 hours. This individual will occasionally utilize step stools and 6 foot ladders. The individual is regularly required to communicate with staff and guests. The noise level in the work environment can range from quiet to moderate and can be loud at times.

COMPENSATION and BENEFITS: 

Starting rate is $15.00/hr. Staff also have the opportunity to receive annual merit increases. This is a part-time position. Benefits include: Earned Sick and Safe Time in keeping with the City of Duluth's ordinance, free waterfront parking when space is available, discount on Aquarium programs and gift shop items, and free admission to the Aquarium for self and guests. Great Lakes Aquarium promotes a fun and collaborative work environment!

EOAA Statement:

Great Lakes Aquarium is an equal opportunity employer. Great Lakes Aquarium shall provide equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

Great Lakes Aquarium aims to be a supportive community for all people. If you are a job seeker with a disability and require reasonable accommodation to apply for this position, please contact Director of Business Operations, Annie Thors at athors@glaquarium.org or call (218) 740-2001. 

TO APPLY:

Please visit: https://glaquarium.org/about-us/jobs-and-internships/employment-opportunities

OR submit a completed cover letter and resume including two references to:

Email: events@glaquarium.org, subject line: Event Coordinator

Mail: Great Lakes Aquarium, Event Manager, 353 Harbor Drive, Duluth, MN 55802

Questions? Please call Katie at (218) 740-2014 or email events@glaquarium.org.

Salary : $15