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Position Overview:

The part-time seasonal Events & Entertainment Specialist oversees the administrative and operational aspects of events and programs hosted by The Mob Museum, including facility rentals, group sales, Members’ events, community events, internal events, and special programs. S/he will work closely with the Sales Team, external clients, internal clients, and vendors to ensure communication is consistent, event logistics are smooth, and clients receive world-class service. In coordination with the Events Manager, the Events and Entertainment Specialist assists in the supervision and professional development of Events Operations Associates. The Events & Entertainment Specialist reports to the Events Manager. This position will last approximately 60 days.

Major Tasks and Responsibilities:

· Responsible for the coordination and execution of group sales, event rentals, and special events (Museum programs, Members’ Events, Volunteer Recognition Events, Donor Events, internal meetings, etc.), including the scheduling of paid staff and volunteers, working with internal clients.

· Lead efforts to conceive, strategize, develop, coordinate, and execute entertainment programming, special offerings, promotional opportunities, festivals, holiday events, and the like.

· In collaboration with the Sales Team, coordinate all aspects of private events from the contract development stage, through event preparation and execution, and final payment.

· Evaluate, select and maintain relationships and contracts for artists, entertainers, and other performers for events and weekly programming.

· Conduct site visits with contracted clients, artist walkthroughs and other pre-event meetings with third parties to ensure comprehensive understanding of event objectives, site restrictions, and performance expectations.

· During events, be alert for and immediately correct any potential safety or risky activities including any guest or vendor actions that may cause damage to historical furniture, exhibits, and / or the building, or other inappropriate or unsafe behaviors.

· During events, anticipate and respond to client requests, needs, or complaints by immediately providing personal assistance.

· Act as a liaison between Events and other Museum departments during the event to keep other departments properly informed during an event and to ensure minimal disruption to Museum guest operations.

· Work with third party vendors on procurement of services, scheduling, contracting, payment and commissions.

· Ensure 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.

· Functionally supervises all event support staff including set-up crews, third party vendors, guest service personnel, housekeeping, and other support staff that are assigned to the private event.

· Inspect areas prior to the start of an event and correct any facility, exhibit, room temperature, or audio-visual deficiencies that may negatively impact the guest experience. Contact housekeeping and / or facility maintenance staff to report areas that need attention.

· Prepares and updates event orders, ensuring that plans are in accordance with the event objectives, Museum policies, safety standards, fire and health codes, and with an emphasis on minimal disruption to the core guest experience, and distributes them to all necessary Museum departments.

· Respond to medical and other types of emergencies according to museum emergency management protocols. Be familiar with locations of fire extinguishers, fire alarms, and evacuation routes at all times.

· Prepares for and participates in the weekly Events meeting and other meetings, as needed.

· Ensures all vendors are licensed and proper state or city permits are submitted prior to events.

· Assist the Sr. Director of Sales, the Sales Managers and the Event Manager in administrative tasks.

· Other duties as assigned.

Experience / Qualifications / Requirements:

· Must have at least 3 years of on-site event coordination and operation experience; prior entertainment and/or special event experience preferred.

· Demonstrated ability in managing and planning event entertainment and special events.

· Highly creative with ability to adapt grand visions to pragmatic realities.

· 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 make sound decisions under pressure and fast changing circumstances to meet the needs of clients and maintain Museum operations.

· 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.

· Must have the physical ability and emotional presence to handle high-stress situations, such as building evacuations, guest ejections, and injuries.

· High integrity and strong ethical character.

· Able to constantly operate a computer, phone, or other office productivity machinery.

· Able to work outside, stand for prolonged periods of time, and lift heavy furniture and/or other objects which may exceed 50 lbs. and be awkwardly shaped.

· Passion for participating in the creation of a world-class museum that is unrivaled in content and recognized for a truly outstanding guest experience.

· Enthusiasm for working in an organization where change is frequent, structure is evolving, and flexibility, teamwork, and good humor are absolute necessities.

· Aptitude for solving problems and a commitment to accepting responsibility.

· Prior experience in staff development and supervision is preferred.

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