Aspen Art Museum

Reports to: Special Events Director
Department: Development
Employment Status: At Will, Full-Time
FLSA Status: Exempt

General Purpose Statement

The Special Events Coordinator works actively with the Special Events Director and Development Department in the preparation and implementation of museum events and private rentals. Responsible for assisting with event coordination from start to finish, will serve as the lead staff member onsite for several events.

Essential Duties and Responsibilities

• Assistance with event load-in, set-up, strike, and cleaning up following functions. 
• Provide event oversight and direct supervision to the clients, contractors, vendors, and staff who support events in accordance with the museum’s policies and applicable laws.  
• Ensure overall guest satisfaction and report complaints and/or concerns as required in accordance with policies and procedures.
• Logistical planning to include booking and confirming rentals and other non-curatorial use of museum space, communicating changes, confirm vendor pricing, scheduling, and attending pre-planning meetings.
• Preparing vendor invoices for payment and follow up on receiving.
• Assist Development Department with projects as needed.
• Protect the health, safety, and well-being of guests and colleagues at all times.
• Identify, resolve, and report hazards and safety issues.
• Inventory management before and after events.

Requirements and Qualifications

• Requires two to four years in catering, banquets, or event planning and execution experience and a Bachelor’s degree from an accredited college or university, or any other combination of experience that provides the required knowledge, skills, and abilities may be considered.
• Rigorous attention to detail and accuracy.
• Excellent customer service and team skills; works directly with clients and donors.
• Proficient in Microsoft Word and Excel.
• Demonstrated ability to work collaboratively on projects.
• Strong time and stress management skills; demonstrated ability to manage multiple projects simultaneously while remaining calm to ever-changing client requests.
• A positive attitude and flexibility in an ever-changing environment.
• Valid driver’s license and acceptable driving record preferred.
• Competencies include Teamwork Orientation, Ethical Conduct, Initiative, Communication Proficiency, Organizational Skills, Personal Effectiveness/Credibility, Results Oriented, Stress Management/Composure.

Mental and Physical Abilities

• The ability to work extended hours during a mentally and physically demanding events schedule while remaining flexible, calm, positive, and professional.
• The ability to lift over 50 lbs and be on your feet for at least eight hours or more continuously.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with and resolve problems while remaining flexible.
• Effective interpersonal skills, including the ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
• Required to stand for long periods; use hands and arms to reach, hold, lift, and move objects; talk and hear to effectively serve patrons; and to lift and carry heavy service trays and other items.
• May occasionally be required to climb or balance, stoop, kneel, crouch, or crawl, and to lift and move up to fifty pounds without assistance.
• Work is mostly indoors, but will also require outdoor exposure when the Café glass curtain is open to the Sculpture Garden and while assisting with off-site events.
• Appropriate staff dress is required at all times. See the Employee Manual for additional dress and grooming requirements.

Hours and Schedule

This is a salary position requiring availability for weekend, day, evening, and holiday shifts. The Special Events Coordinator position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day.

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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