Assistant Program Coordinator Jobs in Madison, TN

Description

Why Cheekwood?

Working at Cheekwood Estate & Gardens offers you the opportunity to work for one of the most beautiful places in Nashville. Formerly the home of Mabel and Leslie Cheek, Cheekwood now serves the public as a botanical garden, arboretum, and museum with period rooms and art galleries. At Cheekwood, you will have the opportunity to explore a wide range of roles tailored to your skills and interests. Whether you are passionate about horticulture, art curation, historical preservation, or one of our many other career opportunities, you would have the chance to thrive and make a meaningful impact here. Working in such a place that cherishes its rich history, vibrant art scene, and serene gardens offers a unique blend of fulfillment and inspiration. You will find yourself in a supportive environment where every day brings new opportunities for personal and professional growth, amidst the backdrop of picturesque settings.

What does the Cheekwood Public Programs Team do and why join? 

At Cheekwood, the goal of the Public Programs team is to enrich the experiences of our visitors and members. Their primary focus is to foster learning opportunities that blend the natural beauty of our gardens with the historical and artistic aspects of the museum. They create engaging programs that aim to inspire curiosity and appreciation for the natural world and human creativity. By joining the Public Programs team at Cheekwood, individuals can immerse themselves in a dynamic environment where they play a vital role in engaging in learning experiences. 

What will you be doing?

The Public Programs Coordinator assists with the planning, coordination, and execution of Cheekwood's year-round public programming, including seasonal festivals, family experiences, cultural celebrations, music and performance programs, exhibition-related activities, and gardens-based engagement opportunities. The position provides administrative, logistical, and on-site support to ensure programs are well-organized, mission-aligned, and welcoming for visitors, members, artists, partners, and guests. The coordinator will support scheduling, vendor communication, supply management, event setup and breakdown, program materials, and internal coordination. The role requires excellent communication skills, strong attention to detail, flexibility, and the ability to work evenings, weekends, and holidays as needed. 

 Essential Functions & Responsibilities

• Support public program logistics, planning, and execution, including supplies, signage, schedules, vendor coordination, production, set-up, and tear-down for all Cheekwood's public programs.
• Research, schedule, and coordinate mobile food vendors for all Cheekwood's public programs.
• Oversee programming and operations for specifically assigned events.
• Communicate with vendors, community partners, volunteers, internal staff, and others to support successful program delivery. 
• Assist with contracting, scheduling, vendor paperwork, invoices, and other administrative needs related to public programs.
• Help coordinate on-site program operations, including welcoming partners, troubleshooting needs, monitoring guest flow, and ensuring programs run smoothly. 
• Support the development and preparation of program descriptions, calendar and Web listings, registration details, run-of-show documents, and internal briefing materials. 
• Collaborate with Education, Gardens, Museum, Marketing, Events, Guest Services, Security, Facilities and Volunteer teams to ensure cross-functional alignment. 
• Assist with tracking attendance, expenses, visitor feedback, and other program metrics to support evaluation and future planning. 
• Coordinate and oversee annual Garden Society Shows with support from the Events Department.
• Work as event supervisor as needed on weekends and after hours.
• Responsible for meeting expense/revenue goals related to public programs.

Requirements

• An associate or Bachelor of Science/Arts degree is preferred or equivalent combination of education, training, and experience, especially in event management, public programming, hospitality, or related field. 

Knowledge, Skills, & Abilities

Required

• One to three years of experience in public programs, cultural programming, event coordination, community engagement, or related field. 
• Experience coordinating vendors, artists, performers, volunteers, or community partners preferred.
• Strong organizational skills and ability to manage multiple details, deadlines, and priorities.
• Excellent written and verbal communication skills
• Comfortable working with the public and provides an outstanding visitor experience. 
• Ability to work independently, anticipate needs, and solve problems in a fast-paced environment.
• Ability to work collaboratively across departments and with external partners. 
• Ability to work varied hours and evenings, weekends, and holidays as required. 

Preferred

• Knowledge of Canva, Microsoft Office
• First aid training is a plus. 

Benefits

The well-being of Cheekwood employees is essential. So, when it comes to our benefits package, we offer one of the best. We offer the following benefits to all full-time employees:

• Health Insurance with an HRA 
• Dental 
• Vision 
• Life Insurance (100% paid by Cheekwood) 
• Long Term Disability Insurance (100% paid by Cheekwood) 
• Voluntary Life Insurance 
• Short Term Disability Insurance 
• 403b and Roth 403b with a generous employer match 
• Employee Assistance Program 
• Paid Time Off and 11 Paid Holidays 
• Aflac products are offered.