Benefits:

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Summary

The Events Associate supports the Events Operations Manager in delivering exceptional private events hosted at the Museum. From site visits and vendor coordination to on-site logistics and post-event documentation, this role ensures every detail aligns with the Museum’s standards of excellence. The ideal candidate is proactive, organized, and comfortable working in a fast-paced, guest-facing environment. Evening and weekend availability is required.

Responsibilities

Assist with scheduling and conducting site visits for prospective event hosts and vendors

Assist with the preparation and maintain event documentation, including timelines, COIs, vendor agreements, and internal coordination sheets

Support the management of the events calendar and ensure alignment with Museum operations

Serve as a secondary point of contact for external planners and vendors, helping to field inquiries and clarify logistics

Track and organize event-related billing, including invoices, deposits, and payment confirmations

Coordinate with internal departments to ensure readiness for each event

Provide on-site support during load-in, event execution, and breakdown, representing the Museum’s standards and assisting with real-time troubleshooting

Maintain organized digital and physical event files, including post-event records and use data

Assist with vendor communications and stewardship, ensuring expectations are met and documentation is complete

Support post-event follow-up and reporting as directed by the Events Operations Manager

Other duties as assigned

Qualifications

1–2 years of experience in event coordination, hospitality, or customer service

Strong organizational skills and attention to detail

Professional demeanor and ability to work collaboratively across teams

Familiarity with event logistics, vendor communications, and basic billing practices

Ability to stand for extended periods

Flexibility to work evenings, weekends, and holidays based on event schedule

Preferred Attributes

Experience in cultural institutions or nonprofit environments

Familiarity with COI requirements

Passion for hospitality, member engagement, and operational excellence