Special Events Associate

About the role

The International African American Museum (IAAM) is seeking a dynamic, customer-focused Special Events Associate to support the Museum's growing Special Events and Rentals program.

Responsibilities

• Serve as the primary point of contact for rental inquiries, responding promptly and professionally by phone and email.
• Consult with prospective clients to understand their event vision, staffing needs, technology requirements, vendor coordination, permits, and logistical details.
• Guide clients through the booking process, providing exceptional customer service from inquiry through event completion.
• Prepare contracts, collect payments and required documentation, maintain accurate event records, and manage administrative details.
• Develop event floor plans, event briefings, timelines, and operational documents to ensure seamless event execution.
• Cookorate with internal departments, vendors, and event partners to support successful events.
• Cover site tours and showcase the Museum's unique event spaces to prospective clients.
• Serve as on-site event staff for external rental events and selected internal Museum events.
• Recruit, schedule, and coordinate event support staff and volunteers.
• Maintain current event marketing materials, service offerings, and pricing information.
• Stay informed on industry best practices, event trends, and applicable permits and regulations.
• Support additional special projects and departmental initiatives as assigned.
• Handle access to personal documents with professionalism and discretion.

Requirements

• Strong written and verbal communication skills.
• Exceptional customer service and interpersonal skills.
• Outstanding organizational skills with strong attention to detail.
• Ability to manage multiple priorities while meeting deadlines.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Ability to maintain confidentiality and professionalism.
• Proficiency with Microsoft Office Suite or similar business software.
• Knowledge of event planning processes, logistics, and applicable permits and regulations.
• Willingness to work a flexible schedule, including evenings and weekends, based on event needs.

Qualifications

• Two or more years of experience in event planning, hospitality, customer service, sales, retail, or a related field.
• Experience coordinating special events from planning through execution.
• Experience working with clients, vendors, and cross-functional teams.
• Bachelor's degree in Hospitality, Event Management, Business Administration, Public Administration, or a related field.

Skills

• Excellent communication and interpersonal skills.
• Strong organizational and attention to detail skills.
• Ability to manage multiple tasks and meet deadlines.
• Problem-solving and stress management skills.
• Proficiency with Microsoft Office Suite or similar business software.
• Understanding of event planning processes and logistics.

Benefits

• Competitive wage, paid biweekly, holiday worked pay.
• Free parking for part-time employees valued at $3,250 annually.
• Free museum membership and reciprocal access to many local attractions.
• Free uniform.

Pay

Competitive wage, paid biweekly, holiday worked pay.

Schedule

Varies weekly with on-site attendance for all assigned events. Evening and weekend availability required. General schedule is 10 a.m. to 5 p.m.; can work as late as 12 a.m. for some events. Part-time up to 26 hours per week. This is a hybrid role, therefore must be able to work remotely with internet access.