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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: Events Services Coordinator

Reports to: Director of Events Services

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

Classification: Non-Exempt, Full-time, Hourly

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

Rate of Pay: $21.00 per hour

Benefits: Medical, dental, vision and life insurance and participation in a 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 Director of Events Services and is a member of the Finance and Operations Department.

 

Key Responsibilities:  

  • Responsible for the smooth and efficient execution of both rental and internal events at the museum.
  • Attend planning meetings with clients, caterer, vendors, and Director of Events Services, as necessary.
  • Act as main point of contact for client once contracting is complete.
  • Communicate necessary event planning info to clients in a timely manner (parking options, vendor recommendations, logos/photos, room diagrams, etc.).
  • Coordinate event and logistical details with client and catering partners.
  • Maintain ongoing communication with client to ensure all requirements are met throughout event.
  • Collect necessary information from client & caterer (e.g., BEO, timeline, script/run-of-show, videos/PPTs, etc.).
  • Respond promptly to client requests/questions via phone or email.
  • Ensure that all interactions are culturally responsive, respectful, and based on a foundation of MOHAI’s commitment to inclusion, diversity, equity, and accessibility.
  • Remain on site throughout the course of the event.
  • Thoroughly familiar with MOHAI policies and procedures, ensuring compliance by vendors, clients and events
  • Function as a spokesperson/representative of MOHAI during assigned events.
  • Act as main point of contact for internal events requiring audio-visual & event support.
  • Responsible for set-up and hands-on, technical delivery of events either on-site or remotely via Zoom / Microsoft Teams, etc. including pre-event practice runs with speakers, etc.
  • Ensure all equipment is operational prior to events and has been tested. Inspect equipment for damage after use.  Escalate to IT team when there are issues that could impact an event.
  • Manage equipment inventory.
  • 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 participate in post-event meetings as required.
  • Evaluate, improve, and refine the methodology of event production at the museum.
  • Opportunity to serve on IDEA (Inclusion, Diversity, Equity and Accessibility) Committee.
  • Attendance at company-sponsored events may be required.
  • 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 nonprofit environment.
  • Customer service oriented with excellent interpersonal, written and verbal communication skills.
  • Strong work ethic, high energy levels, and positive attitude.
  • Ability to coordinate multiple events at the same time.
  • Remain calm under pressure. Capacity to solve problems and use good judgement to alter plans when needed.
  • Experience in managing events remotely via Zoom / Microsoft Teams, etc.
  • Experience in using sound and audio-visual systems and equipment used to support events (soundboard, lighting, cameras, lavalier microphones, etc.).
  • Proficiency with Microsoft Office Suite.
  • Flexible schedule: Must be available evenings and weekends.
  • Ability to lift up to 50 pounds.
  • Ability to navigate stairs easily and to stand or walk about 75% of the time.
  • Bilingual and multilingual candidates are encouraged to apply.
  • Enthusiasm for MOHAI’s exhibits, programs, and mission.

 

Find yourself checking a lot of these boxes but doubting whether you should apply? If you meet some of the requirements and you share MOHAI’s values and support our mission, we encourage you to apply. As part of our ongoing commitment to a diverse, equitable, and inclusive workplace, we’re invested in building teams with a wide variety of backgrounds, identities, and experiences.

 

Museum Overview: For 70 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 email 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. We are committed to building a team and an organizational culture that fosters inclusion, diversity, equity and accessibility. We encourage candidates of color to apply.

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