Temporary Events Coordinator

About the opportunity

The ideal candidate is someone who is passionate and interested in the arts/larger creative arena or is eager to learn. We welcome all individuals entering the workforce, those moving into a new stage of their career or vocation, making a change, returning to work, and those wanting to learn and grow within the industry, to apply.

Responsibilities

• Providing support for private clients and gallery-related events.
• Cook up logistics for select events.
• Work with Marketing, Client Development, and Sales teams to manage guest lists, client outreach (invitations & RSVPs), seating charts, and additional client experience touchpoints.
• Utilize internally developed CRM database to build and manage guest lists.
• Serve as liaison to external vendors: scout and secure venues, negotiate budgets and contracts, menu selection, event staffing, and day-of logistics.
• Work with the gallery Facilities team to coordinate equipment needs for in-gallery events.
• Work with the Director of Events on budgets and PO approvals, and invoice processing.
• Partner with the Design team on event collateral (e.g. invitations) and manage freelancers as needed (e.g. calligraphy).
• Secure additional internal staffing support for events as needed.
• Work with Gallery management to coordinate guest transportation from opening receptions to event venues.
• Manage biannual Gallery Staff event planning and logistics.
• Occasionally assist with lifting and moving items, such as boxes of books or tables for events, weighing 10-20 lbs.
• Ad hoc projects as needed.

Qualifications

• BA or Masters degree in a related field.
• Minimum of 2 years of experience planning arts-related private events.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Google Suite, and various digital tools.

Benefits

• Flexible workplace and commuter benefits.
• Corporate memberships to museums, including the Whitney, MOMA, and others.
• Summer Fridays, generous PTO and leave.
• Family medical, dental, and vision benefits.
• 401K savings plan with automatic employer contributions.

Pay and Schedule

• $30 - $32 per hour, overtime eligible.
• Monday-Friday, 10am to 6pm, with occasional evening and weekend work for select events.