Event Coordinator

JOB TITLE: Event Coordinator

PAY: $20/hour

REPORTS TO: Director of Programming and Events

HOURS: Part-Time (hours vary based on time of year and number of events); Year-RoundTypical office hours vary. Open to hybrid work. Event hours in the evenings, ending as late as midnight or 1am on occasion.

Ventfort Hall Gilded Age Mansion and Museum is seeking a Group Tour & Event Coordinator to join our team as soon as possible. Ventfort Hall is an equal opportunity employer. Applicants of all genders, races, and ethnicities are welcome and encouraged to apply for this position.

POSITION SUMMARY

The Event Coordinator is a hands-on role responsible for facilitating and executing group tours, public programming, and private events at Ventfort Hall. Reporting to the Director of Programming & Events, this position handles physical involvement in event setup and breakdown, and seamless coordination with vendors, guests, clients, staff, and tour companies to execute tours. This position also oversees all public event day-of execution, working closely with the Programming & Marketing team to ensure a smooth handover from preparatory coordination to day-of coordination. Events include, but are not limited to: Tea & Talks, lectures, ghost tours, paranormal investigations, concerts, and general tea service.

EVENT COORDINATOR - KEY RESPONSIBILITIES

Public Event Execution

• Act as the on-site manager during events, addressing any issues that arise and ensuring the event runs seamlessly.
• Physically set up and break down event spaces, including arranging tables, chairs, and decorations as needed.
• Coordinate with vendors such as presenters, caterers, and entertainment to ensure smooth event execution.
• Seamlessly contribute to the greater team during events. Assist with tea service, technology checks for presenters, checking in guests, etc.

Group Tour Coordination Support

• Work with the Group Tour Coordinator as needed to execute group tour needs day-of.
• Prepare and serve group lunches when required, ensuring dietary needs are met and service runs smoothly.

Private Event Support

• Under the guidance of the Private Events Manager, assist day-of with private rentals.

Fundraising Events Support

• Under the guidance of the Fundraising Events Project Manager, assist with fundraising events - including BerkChique!, The Masquerade Macabre, and more - typically relating to day-of coordination and, in certain cases, providing support leading up to these events.

Administrative & Logistical Support:

• Manage scheduling, contracts, deposits, and balance payments for group tours, ensuring all terms are communicated clearly.
• Track bookings, prepare monthly reports, and support revenue goals for tours.
• Follow up with clients after events and tours to gather feedback and ensure satisfaction.
• Maintain inventory of event supplies and assist with facility upkeep as it pertains to events and tours.

OTHER DUTIES AS ASSIGNED

• The Event Coordinator will be trained on the Front Desk and may be called upon from time to time to fill in as needed, and may be asked to take on a regular shift at the front desk should the need arise.
• Other duties include, and may not be limited to, house maintenance, organizational projects, etc.

QUALIFICATIONS

• Experience in event planning, hospitality, or a related field preferred.
• Demonstrated ability to deliver outstanding customer service, anticipate client needs, and resolve issues promptly.
• Strong organizational and multitasking abilities, with attention to detail and ability to quickly adapt.
• Excellent communication and collaborative, interpersonal skills.
• Ability to work flexible hours, including evenings and weekends. Ability to work a 12-hour day if necessary.
• Physical capability to lift, move, and set up event materials as needed.
• Proficiency in Microsoft Office and Google Suite.
• A commitment to the mission and values of Ventfort Hall.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 15 – 30 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Work Location: In person

Salary : $20