Venue Experiences Supervisor - Advancement

Position Title: Venue Experiences Supervisor - Advancement 

Department:  Venue Experiences 

Reports to: Venue Experiences Manager 

Pay Class: Full-time Regular 

FLSA Status: Hourly, Non-Exempt 

Position Summary 

The Venue Experiences Supervisor (Advancement) supports the planning and execution of donor and member events that deepen relationships and highlight Pacific Science Center’s impact. This role oversees onsite event operations, serves as the point person for escalations and cross-department coordination, and helps develop and improve Advancement and Venue Experiences programming. 

Working closely with the Venue Experiences Manager, this position ensures events are well-executed, guest-centered, and aligned with Advancement goals, while maintaining strong communication with staff, vendors, and internal partners. The VX Supervisor role will predominantly work on Advancement events but also assist with all Venue Experiences including private events and public programming. We envision this role to be split as 75% Advancement focused and 25% in supporting the Venue Experiences team and programming.  

Essential Duties & Responsibilities 

Advancement Event Planning & Production 

• Support planning, logistics, and execution of donor cultivation and stewardship events, including annual Luncheon fundraisers, special receptions for donors, members, and corporate sponsors, VIP previews, 21 events, and donor-focused programs under the leadership of the Venue Experiences Manager in coordination with the Advancement Team. 

• Assist with special donor experiences connected to exhibits, camps, Science on Wheels, and other PacSci programming.  

• Manage event details including budgets, timelines, staffing plans, vendor coordination, and run-of-show documents.  

• Serve as liaison with external vendors and production partners.  

• Track attendance, engagement, and event metrics in CRM systems.  

• Collaborate with the Venue Experiences Manager on development and improvement of Advancement and onsite programs.  

Customer Service & Guest Experience 

• Provide exceptional service to donors, members, board members, and guests via email, phone, and in person.  

• Act as the onsite lead for guest experience, ensuring smooth event flow, clear communication, and positive interactions.  

• Respond to inquiries regarding events, programs, and policies in a timely and accurate manner.  

• Monitor guest flow (entry, queuing, transitions) and proactively address issues.  

• Handle escalated guest concerns professionally and resolve to a high standard.  

• Support transaction processing, including cash handling when needed.  

• Maintain accurate data entry related to donor interactions and participation.  

Staff Supervision & Operational Support 

• Assist with recruiting, training, and supporting staff and volunteers for Advancement events.  

• Provide leadership and direction to onsite staff and contracted event personnel.  

• Step into operational roles as needed to ensure event success.  

• Ensure compliance with policies and procedures, including food service and alcohol regulations.  

• Review invoices and CRM entries for accuracy and correct as needed.  

• Provide feedback and support performance management, including disciplinary actions when necessary.  

• Foster a structured, supportive, and collaborative team environment.  

Cross-Department Coordination 

• Serve as a key liaison across departments including Advancement, Marketing, Membership, Guest Services, Facilities, and Exhibits.  

• Communicate event needs, operational updates, and guest experience considerations.  

• Ensure alignment across teams to support seamless event execution.  

• Represent the guest perspective in operational planning and decision-making.  

Safety & Facility Oversight 

• Ensure safety and security of guests, staff, and exhibits during events.  

• Enforce institutional policies, including ID checks and facility rules.  

• Identify and respond to hazards or operational concerns.  

• Oversee opening and closing procedures to ensure the building is secure.  

Supervisory & Program Responsibilities 

• Lead onsite execution of Advancement events from setup through breakdown.  

• Support the full event lifecycle when needed (sales, contracting, planning, execution).  

• Assist with other Venue Experiences events during periods of lower Advancement activity.  

• Resolve scheduling, facility, and guest use conflicts.  

• Oversee setup/takedown of event spaces and activities (including 21 events).  

• Evaluate event success through surveys, observations, and reporting; identify opportunities for improvement.  

• Maintain inventory and submit supply requests as needed.  

• Perform other duties as assigned.  

Qualifications 

Required: 

• Minimum 3 year experience in events, hospitality, fundraising, membership, or related field  

• Experience executing events of varying scale (e.g., receptions, luncheons, VIP events)  

Preferred: 

• Degree in hospitality, fundraising, public relations, or related field  

• Experience in event coordination or nonprofit fundraising environments  

• Familiarity with licensing and permits 

Skills & Competencies 

• Strong written and verbal communication skills  

• Excellent customer service and interpersonal skills  

• Strong organization and project management abilities  

• Ability to manage multiple priorities in fast-paced environments  

• High emotional intelligence and problem-solving skills  

• Ability to collaborate effectively across teams and with diverse stakeholders  

• Commitment to equity, accessibility, and inclusion in guest experiences  

Physical Demands & Working Conditions 

• Ability to lift 50–60 lbs and assist with event setup/teardown  

• Ability to stand, walk, and remain active for extended periods  

• Work in indoor and outdoor environments with varying noise levels and conditions  

• Frequent use of computers and communication devices  

• Work in dynamic, sometimes crowded event environments