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Events Services Coordinator

Museum Vision and Mission:

MOHAI is treasured locally and respected nationally as a vibrant resource where history inspires us to be our best, individually and collectively. By collecting and preserving artifacts and stories of our diverse history, MOHAI highlights our regional tradition of innovation and imagination. Through compelling exhibits, scholarship, education, public programs, and community engagement, MOHAI bridges the past, present, and future. MOHAI is a place and a community of people with histories of successes and failures that: bind us together; amuse, disturb, and inspire us; inform and guide us; and deepen our connection with our heritage.

 

Position Title: Events Services Coordinator

Reports to: Events Manager

Location: MOHAI, at Lake Union Park’s historic Armory building

Classification: Non-Exempt, Full-time, Hourly

Pay Rate: $17.50 – $20.00 per hour, DOE

Schedule: Variable, generally 35-40 hours per week. Evenings and weekends are required

Benefits include: Medical and dental insurance; eligible for participation in 403 (b) savings plan.

 

Position Description:

As an essential member of the Events Services Team, the primary role of the Events Services Coordinator is to engage with individual and organizational clients to coordinate all the elements of private events once they have been booked, while providing excellent customer service and demonstrating a high degree of professionalism. During the events, the Events Services Coordinator will act as the central point of contact, talking with the client, and supervising support staff, technical staff, contracted caterers, security providers, and other event-related vendors. Generally this position will work one or two days of administrative office hours per week, will be responsible for advance coordination with clients, will act as lead during execution of events, and will prepare post-event reporting. This position reports to the Events Manager and is a member of the Finance and Operations Department.

 

Key Responsibilities:

  • Responsible for the smooth and efficient execution of rental and internal events at the museum.
  • Act as main point of contact for client once contracting is complete.
  • Ensure that all interactions are culturally responsive, respectful, and based on a foundation of MOHAI’s commitment to inclusion, diversity, equity, and accessibility.
  • Function as a spokesperson/representative of MOHAI during assigned events.
  • Coordinate event and logistical details with client and catering partners.
  • Communicate necessary event planning info to clients in a timely manner (parking options, vendor recommendations, logos/photos, room diagrams, etc.)
  • Attend planning meetings with clients, caterer, vendors, and MOHAI Events Manager, as necessary.
  • Maintain ongoing communication with client to ensure all requirements are met throughout event.
  • Troubleshoot and use good judgement to alter event plans when needed.
  • Thoroughly familiar with MOHAI policies and procedure, ensuring compliance by vendors, clients and events staff.
  • Remain on-site throughout the course of the event.
  • Complete end of event walkthrough with clients/caterers and staff, ensuring that all spaces have been returned to their appropriate state, and that exhibits galleries are ready to open the next day.
  • Complete event reporting paperwork and participates in post-event meetings as required.
  • Evaluate, improve, and refine the methodology of event production at the museum.
  • Collect necessary information from client & caterer (e.g. BEO, timeline, script/run-of-show, videos/PPTs, etc.)
  • Familiarity with sound and audio-visual systems and equipment used to support events.
  • Respond promptly to client requests/questions via phone or email.
  • Other duties as assigned.

 

Required Qualifications:

  • Minimum two years of experience in hospitality management, theatrical production, catering & food service, events production or related fields, ideally in a museum or non-profit environment.
  • Customer service oriented with excellent inter-personal, written and verbal communication skills.
  • Proficiency in Microsoft Office Suite
  • Strong work ethic and solution-focused attitude.
  • Flexible schedule: Must be available evening and weekends.
  • Ability to lift up to 50 pounds.
  • Ability to navigate stairs easily and to stand or walk about 75% of the time.
  • Enthusiasm for MOHAI’s exhibits, programs, and mission.

 

Museum Overview:

For more than 60 years, MOHAI has been dedicated to enriching lives by preserving, sharing, and teaching the diverse history of Seattle, the Puget Sound region and the nation. With a collection of nearly 4 million artifacts, photographs, oral histories and archival items, and an expansive schedule of exhibits and programs, MOHAI is the region’s premier history center. MOHAI operates a dramatic and award-winning museum in Lake Union Park in Seattle’s vibrant South Lake Union neighborhood, and a Resource Center in Seattle’s Georgetown neighborhood. MOHAI also hosts the Bezos Center for Innovation, focusing on the history and future of innovation in the Puget Sound region.

 

MOHAI is accredited by the American Alliance of Museums, and is an official affiliate of the Smithsonian Institution. For more information, please visit www.mohai.org.

 

To Apply:

Please e-mail letter of interest, resume, and three references to: Human.Resources@mohai.org

No phone calls, please.

 

MOHAI is a 501(C)3 Organization and an Equal Opportunity Employer.