Event Coordinator

About the Norton Museum of Art: 

Founded in 1941 by Ralph Hubbard Norton and his wife Elizabeth Calhoun Norton, the Norton Museum of Art is Florida’s largest art museum, renowned for its distinguished collection. The Norton Museum of Art welcomes visitors to experience the transformative power of art through intimate and creative encounters with wide-ranging collections and programs of the highest quality. With holdings spanning Contemporary, Early European, Modern, and Asian Art, as well as Photography, the Norton serves as a cherished institution within its community.

Our Commitments:

To uphold our mission and ensure the Norton’s relevance to our community, we are dedicated to the following principles:

• Art: We celebrate and share excellence in the arts in all its forms.
• Audience: We cultivate meaningful dialogues and relationships with a diverse and inclusive audience.
• Ambassadors: Our employees, Trustees, volunteers, and partners are the vital links connecting Art and Audience.
• Foundations: We are committed to preserving the Norton’s fiscal and physical legacy for future generations.

Position Summary:

The Event Coordinator supports the Event Services program at the Norton Museum of Art, coordinating event rental staff and external vendors to deliver exceptional service experience for clients and donors. This role is responsible for planning the day-of venue coordination and execution for both external and internal donor events. The Event Coordinator reports to the Director of Event Services.

Primary Duties & Responsibilities:

Responsibilities include, but are not limited to:

• Work directly with (assigned) Event Services clients to obtain all event information for creating, coordinating, and managing layout and event flows for internal staff and external vendors.
• Execute events on-site, including those requiring early mornings and late nights.
• Serve as the on-site point of contact, coordinating between Museum staff, vendors, and clients while managing and maintaining the approved production timeline.
• Work synergistically with all departments of the Museum to create a seamless event experience for event attendees, staff, and Museum visitors.
• Partner with Constellation Culinary Group’s Event Manager; meet regularly before and during the event to plan and review operational items pertaining to day-of logistics and execution.  
• Participate in representing the events programs, at Museum Operations meetings to review any details or potential conflicts.
• Coordinate vendor logistics and details, ensuring all elements are organized and executed according to plan.
• Assist in establishing a social media plan with Director of Event Services for Instagram to post, feature vendors, establish reels, and connect with new clients/ vendors.

Special Events: 

• Coordinate and execute, as needed, with the planning and implementation of two major fundraising events and all donor events.
• Review all décor elements with Development Officer of Donor Engagement and manage vendor communication and setup.
• Serve as on-site event coordinator ensuring all personnel, vendors, and artists are aligned for successful execution.

Requirements & Qualifications:

• One or more years event/catering management experience.
• BA/ BS required.
• Museum or cultural institution experience preferred, but not required.
• Experience working with Altru or CRM/ EMS database is a plus.
• Ability to work weekends, morning, evening, and holiday hours.
• Proficient in Microsoft Office.
• Canva experience preferred.
• Excellent written and verbal communications skills a must.
• Must be able to adhere to deadlines, manage multiple projects and handle confidential information appropriately.
• Attention to detail and accuracy required

Physical Requirements:

• The person in this position must be able move about inside and outside the office, stand for long periods of time (up to at least 4 hours), ability to access and operate computer and other office equipment; and ability to lift, move or carry up to twenty- five (25) pounds. 

Hours and Compensation: 

• Monday-Friday 9am-5pm, weekends, evenings, and holidays as required
• Full-Time, Non-Exempt
• Compensation: Commensurate with experience

Location Requirements:

At the time of employment, employees are expected to be located within reasonable commuting distance of the museum. Commuting Distance means they are located in South Florida, and able to commute to and from the Museum in a single day.

• Museum Location: 1450 South Dixie Hwy, West Palm Beach, FL 33413

Benefits Offerings:

The museum provides competitive compensation and generous benefits and perks for all eligible employees. Note: Benefits may differ based on employment status.

• Medical, Dental, Vision, Worksite plans & Additional Life Insurance
• Basic Life Insurance and AD&D, employer paid
• Short-term Disability Insurance, employer paid
• Flexible Spending Accounts and Health Savings Accounts
• 401(k) retirement plan and 2% employer match
• Considerable paid time off, plus 4 additional discretionary days, and 9 recognized holidays
• Flex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period. NOTE: FlexWork is not suitable for all positions.
• 20% discount for staff in the Museum store
• 10% discount at The Restaurant
• Membership to the ROAM Museum network

Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time. 

Norton Museum of Art is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Norton Museum of Art makes hiring decisions based solely on qualifications, merit, and business needs at the time.