Event Coordinator

Position Overview:

The Events Coordinator is a regular full-time employee of Stan Hywet Hall & Gardens hired by the President & Executive Director upon recommendation of the Events Director. He/She serves as the primary administrative, communication, and financial processing hub for the Events department. This role manages client communications from initial inquiry to final thank-you, processes contracts, tracks rental finances, and coordinates the master estate calendars. Additionally, this position acts as the central internal liaison for all estate divisions and their volunteers, providing logistical pre-event and day-of support for smaller public and internal functions.

Essential Duties and Responsibilities:

1. Exhibit a professional attitude when working with the public, volunteers, and staff.

2. Demonstrate and support a culture of diversity, equity, access, inclusion, and belonging.

3. Manage front-end sales inquiries, including answering initial phone calls, responding to emails, and conducting informational tours for prospective clients.

4. Lead all client communications throughout the lifecycle of an event booking, from the very first outreach through sending the final thank-you note post-event.

5. Manage and process all incoming private and professional photography requests and bookings across the estate.

6. Draft, process, and track client contracts utilizing approved organizational templates, ensuring all customized details are accurately documented.

7. Collect, review, and file all necessary third-party vendor agreements and Certificates of Insurance (COIs) to ensure estate protection and contract compliance.

8. Serve as the gatekeeper for scheduling by actively managing and updating the master estate calendars and the Altru ticketing/booking database for all events.

9. Manage financial transactions for bookings, including processing initial deposits, tracking outstanding balances, and issuing timely payment reminders to clients.

10. Securely handle and process credit card transactions and check payments in accordance with organizational financial policies.

11. Partner with the Events Specialist to ensure client billing for catering, alcohol, and internal department charge-backs are recorded accurately.

12. Act as the primary point of contact and operational liaison for all internal Stan Hywet divisions and their supporting volunteer committees regarding their event space and logistics needs.

13. Provide comprehensive pre-event administrative planning and vital "day-of" execution support for smaller public events (e.g., Easter activities), internal estate meetings, and member functions.

14. Exhibit a highly professional, welcoming attitude when working with the public, volunteers, and staff. Actively support an organizational culture of diversity, equity, access, inclusion, and belonging.

15. Maintain up-to-date knowledge of Stan Hywet’s historic mission, services, and public offerings.

16. Participate in required events.

17. Other duties as assigned.

Qualifications

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

• Demonstrated ability to interact with staff, vendors, and the general public while maintaining an exceptional standard of professionalism, poise, and diplomacy.
• Excellent human relations skills with a proven ability to connect with, communicate with, and relate to individuals of all ages and diverse backgrounds, skills, and perspectives.
• Strong foundational knowledge of basic bookkeeping, math, and transaction processing. Must demonstrate strict accountability when handling payments and managing files.
• Highly organized with the ability to multitask in a fast-paced environment. Comfortable learning and operating database software (such as Altru) and managing complex shared calendars.
• Must possess a valid Ohio Driver’s License.
• Ability to maintain a flexible work schedule tailored around the seasonal demands of the estate's event calendar.

Education and/or Experience

• A minimum of a High School diploma, or equivalent, is required. An Associate’s degree or technical certification in event production, hospitality, or theater logistics is a plus.
• 1–3 years of hands-on experience in event setup, rental logistics, banquet coordination, or stage production required.
• Familiarity with digital diagramming tools and basic A/V systems preferred.
• Computer literacy, including proficiency with Microsoft Office suite, is required.

Physical Demands and Customary Expectations

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Expect to spend prolonged periods of time walking, standing, and sitting daily. Ability to facilitate event logistics across expansive indoor facilities and outdoor historic grounds, regardless of inclement weather conditions.
• Must be able to safely move items weighing approximately 30-40 pounds.
• Ability to read small print, handwritten notes, and spreadsheets. Ability to operate a standard computer keyboard and desktop interface efficiently.
• Frequent non-traditional hours, including evenings, weekends, and holidays, are required based on the estate's event schedule. Participation in mandatory public events is expected.

Pay: $32,000.00 - $38,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $32,000 - $38,000