Museum Events Coordinator

About the role

The Event Coordinator is responsible for building relationships and increasing engagement and awareness for the Museum of American Speed. This role plays a key part in attracting partners to utilize the museum’s event space for private and corporate functions.

Responsibilities

• Plan and execute Museum of American Speed events, maintaining ownership of event details from start to finish.
• Cook up event space contracts, including booking space and collaborating with museum and volunteer staff to manage food and beverage, supplies, and audiovisual equipment.
• Work with marketing and venue teams to order and create appropriate signage and décor, ensuring that all visual elements meet quality expectations.
• Conduct research and site visits to evaluate event opportunities and provide recommendations.
• Work with clients to design room layouts and adjust plans based on event needs.
• Identify and recommend process improvements to enhance event planning and execution.
• Serve as the primary point of contact for vendors, resolving issues before, during, and after events.
• Support on-site event setup, execution, and teardown as needed.
• Prepare event materials, including nametags, registration lists, seating cards, and signage.
• Maintain accurate event details within the shared calendar, ensuring updates and changes are tracked.
• Closing out events by completing invoicing, coordinating acknowledgments for vendors and donors, and ensuring the facility is secured.
• Prepare and present event financial summaries to Museum leadership, including revenue, expenses, and profitability, to support decision-making and future planning.
• Track event financials, including invoices, check requests, and collections; partner with Accounting and utilize the Square system for payment processing.
• Draft and update event rental agreements and meet with prospective clients to review event space options.
• Track event profitability and provide regular financial reporting to Museum ownership, including revenue, expenses, and margin analysis.
• Manage assigned budgets and ensure expenses align with approved financial plans.
• Maintain a high level of professionalism while supporting overall Museum operations.
• Collaborate with the Operations Manager on project management, scheduling, and reporting needs.
• Provide cross-functional support to other departments, including Restoration, Accessioning, and Digital Content, as needed.
• Adhere to all company policies, procedures, and safety protocols.
• Take ownership of assigned responsibilities and follow through on commitments.
• Embrace and live out Speedway Motors core values.
• Adapt to changing priorities and demonstrate flexibility in a dynamic work setting.
• Seek opportunities for continuous improvement and professional growth.

Requirements

• At least 2 years of experience in an office setting and 1 year of experience in coordinating events.
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, and mail merges; email and web searches.
• Capable of maintaining sensitive/confidential information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication.
• Ability to work flexible hours, including evenings and weekends during events.
• Customer service mindset with a proactive and collaborative attitude.
• Comfortable working in fast-paced, hands-on environment.
• Self-starter who can independently manage multiple projects, make sound decisions, and drive events from concept through completion with minimal supervision.
• Possess a high degree of initiative and accountability.

Qualifications

• High school diploma or equivalent.
• Experience with event planning software such as Event Espresso or Cvent.
• Knowledge of event management software and tools.

Skills

• Event planning and coordination.
• Communication and interpersonal skills.
• Time management and organization.
• Customer service and problem-solving.
• Flexibility and adaptability.
• Attention to detail.

Benefits

We offer a comprehensive benefits package including:

• Comprehensive Health, Dental and Vision Insurance
• Retailer Retirement Plan with Company Match
• Paid Time Off
• Paid Holidays
• Continuing Education Reimbursement
• Wellness Program and Healthy Living Reimbursement
• Discount on Speedway Motors Product, Rent Discount for all Speedway Properties, and Referral Bonuses
• Growth Opportunities
• Paid Parental Leave

Pay

Salary range: $40,000 - $50,000 annually.

Schedule

Hours vary based on event schedules, typically Monday through Friday with some weekend work required.