Join the Advancement Team as a Special Events Coordinator!
The Special Events Coordinator works with a small team to plan and organize private events in the museum’s rental spaces. Functions include but are not limited to exhibition openings, conferences, receptions, galas, social and stewardship events. The incumbent serves as a staff subject matter expert regarding etiquette and protocol for visiting dignitaries, high-level officials, corporate executives, collectors, designers, major donors, Cooper Hewitt Trustees and other VIPs. The coordinator will report to the Special Events Director.
DUTIES AND RESPONSIBILITIES:
Prepares a budget for each assigned event. Responsible for the initiation of all administrative and financial requirements necessary for special events.
Works with museum departments to create appropriate invitation format, catering, decor, entertainment, and other related items per event style and budget.
Oversees design, printing and addressing of invitations, if required.
Manages RSVP tracking, briefings, and the bookings calendar for the Special Events Office
Supervises event set-up and all services during event. Devises and implements special measures necessary to protect the historic venue in the event and preparation areas.
Employs discretion and judgment with private and corporate sponsors, carefully balancing the needs of the Smithsonian, Cooper Hewitt, and the outside party within the framework of polices and guidelines.
QUALIFICATION REQUIREMENTS Resume should show one year or more of comprehensive full-time experience performing the following duties:
• Knowledge of event management and event planning and coordination for events ranging from 10 to 2,000 attendees in order to meet client requirements and fulfill intended celebratory outcomes.
• Knowledge of marketing for cultural sites to attract and secure revenue-generating space rentals for events.
Knowledge of Cooper Hewitt mission and goals in order to effectively provide support in all aspects of event planning and coordination.
• Ability to multitask in a fast-paced environment both day to day and at events
• Attention to detail is critical
• Strong interpersonal skills with the ability to take the initiative and adapt to shifting priorities
• Excellent communications skills, both verbal and written
• Ability to think and work independently
• Excellent organizational skills and commitment to accuracy
• Exercise a high level of professionalism and ability to handle sensitive and confidential situations with diplomacy
• Proven ability to meet critical project deadlines
• Employ problem solving and critical thinking skills to make decisions daily and at events
• Experience with Tessitura (helpful)
• Proficient in all Microsoft Office applications
• Experience in Federal procurement/PeopleSoft ERP (helpful)
SALARY RANGE: $66,757 to $75,656
The Smithsonian uses the General Schedule (GS) pay scale for Trust and Federally funded positions. This is a Trust funded position at Grade 09 / Steps 01 to 05
TEMPORARY TRUST APPOINTMENT:
One-year full-time appointment that may be extended beyond the one year (based on performance and budget).
DUTY STATION:
• The permanent duty station is 2 East 91st Street, New York, NY 10128
TELEWORK:
• Hybrid Telework Available; however must report to 2 East 91s Street New York, NY 10128 as required. (Full Time Remote is not approved for this position).
APPLICATION PROCEDURE:
Please submit cover letter and resume (addressing qualification requirements) to: HRSpecialEvents@si.edu
COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION
The Smithsonian Institution ensures its employees (federal and trust), applicants, and affiliated persons (interns, research associates, fellows, and volunteers) are protected from discrimination and unfair treatment in the workplace regardless of their race, color, religion, national origin, sex (including gender identity, gender stereotyping, pregnancy, and sexual orientation), age, disability, genetic information, marital status, parental status, or political affiliation and are free from reprisal against protected activities. In addition, other Smithsonian policy prohibits discrimination based on membership in an employee organization or other non-merit factors, and political affiliation.
