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Jobs at The Mob Museum

Events Coordinator

Location: Las Vegas, NV

Department: Sales

Type: Full Time

Min. Experience: Entry Level

Position Overview:

The Event Coordinator coordinates the administrative and operational aspects of events and programs hosted by The Mob Museum, including facility rentals, Members’ events, and special programs.   S/he will work closely with the Sales Department, external clients, internal clients, and vendors to ensure communication is consistent, event logistics are smooth, payments are on time, and clients are satisfied. The Event Coordinator reports to the Event Manager and works closely with other members of the sales and events team. In the Event Manager’s absence the Event Coordinator supervises the Events Operations Associates.

Major Tasks and Responsibilities:

  • Coordinates under the direction of the sales team all aspects of private events from the contract development stage, through event preparation and execution, and final payment.
  • Assist the Sr. Director of Sales, the Sales Manager and the Event Manager in administrative tasks.
  • Responsible for the coordination and execution of special events (Museum programs, Members’ Events, Volunteer Recognition Events, Donor Events, etc.), including the scheduling of paid staff and volunteers, working with internal ‘clients’.
  • Assists with scheduling to ensure that events are adequately staffed, and that opportunities to work events are made available on an equitable basis.
  • Acts as Event Lead during the Event Manager’s absence and as such supervises a pool of Event Operations Associates.
  • Assists in Event Operations Associates recruitment, professional development, coaching, discipline and performance review.
  • Functionally supervises the event support staff including set-up crews, third party vendors, guest service personnel, housekeeping, and other support staff that is assigned to the private event.
  • Ensures the set-up of chairs, tables, decorations and other equipment is in accordance with the client agreement/contract, safety standards and fire and health codes.
  • Works with third party vendors on procurement of services, scheduling, contracting, payment and commissions.  
  • Prepares and updates private event orders of event details and distributes them to all necessary Museum departments.
  • Assists in securing required permits and licenses.
  • Ensures all vendors are licensed and proper state or city permits are submitted prior to events.
  • Assists the Sales Department as requested in coordinating site visits with potential clients, and other Sales support functions.
  • Performs site visits with contracted clients.
  • Recommends upgrades to enhance the private event such as branding opportunities, lighting packages, entertainment and other enhancements. Calculates additional revenue and provides clients all estimates of additional costs in writing.
  • Explains policies and procedures for the use of the Museum to clients.
  • Takes beginning and ending inventory of event items such as rental equipment and in house audio–visual.
  • Assists with customer data entry.
  • Submits a profit and loss statement for events as needed.
  • Demonstrates continuous effort to improve operations, decrease cost, streamline work processes and work cooperatively and jointly with other Museum departments to provide seamless customer service.
  • Other duties as assigned.

Experience / Qualifications / Requirements:

  • Must have at least 1 year of administrative or event coordination experience.
  • Must be willing to work nights, evenings and weekends as necessary.
  • Must be able to interact effectively with individuals at all levels of the organization, as well as a diverse array of clients.
  • Must be able to work well under pressure and remain flexible to changing needs of clients and Museum operation.
  • Prior experience in staff development and supervision is preferred.
  • Strong database management skills.
  • Proficiency with Microsoft Word, Excel, and PowerPoint are necessary.
  • Sound knowledge of common administrative procedures and standard office equipment.
  • Superior organization skills and attention to detail; judgment necessary to prioritize, deflect, and route tasks.
  • Must have excellent written and oral communication skills; ability to consistently apply correct grammar and usage.
  • Must have a polished professional demeanor
  • Strong interpersonal skills, including substantial poise and diplomacy are a must.
  • Must have the discretion and tact necessary to handle sensitive and confidential situations. High integrity and strong ethical character a must.
  • Able to constantly operate a computer, phone, or other office productivity machinery.
  • Able to work outdoors.
  • Able to stand for prolonged periods of time.
  • Passion for participating in the creation of a world-class museum that is unrivaled in content and recognized for a truly outstanding guest experience.
  • Eagerness for solving problems and a commitment to accepting responsibility.
  • Must have the ability to lift and maneuver heavy furniture and/or other objects which may exceed 50 lbs. and be awkwardly shaped.

Education: Bachelor’s Degree desired, or equivalent experience.

 

Salary Range: $40,000-$48,000 Commensurate with experience.  Benefits + 401k 

 

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