Job Description

Special Events Coordinator

The Cincinnati Art Museum has a full-time opening for a Special Events Coordinator in the Hospitality and Events division. This position works a combination of business hours and evening and weekend hours.

The Special Events Coordinator is responsible for aggressively selling and increasing facility rental revenue for the Cincinnati Art Museum. The Special Events Coordinator is also responsible for assisting in the planning and coordination of both internal and external events while consistently providing excellent customer service to all clients.

Essential Functions & Responsibilities

• Plan and coordinate rental events (internal, external, corporate, social and weddings), working directly with catering, florists, and any other service personnel for an event.
• Supervise the set-up for all events.
• Coordinate the logistics of events with external clients and vendors, internal event managers, and internal/group committee heads and representatives.
• Answer questions and provide rental and event planning information to potential clients in person, over the phone, and by email.
• Schedule and execute facility tours with potential clients as needed. Assist the Chef with tasting demonstrations, planning, and executing menus and alcohol orders for events.
• Assist in the completion of Banquet Event Orders (BEOs) for clients and internal departments involved in event setup.
• Occasionally Captain the events; oversee the event staff and execute the event from start to finish. Set up and tear down events.
• Prepare contracts for clients and coordinate contract details with vendors associated with the event. Coordination of catering for some internal events.
• Design sales kits and promotional information geared toward potential clients.
• Create and issue work orders. Prepare and issue master calendar to entire museum staff.
• Handle all aspects of facility use and rental by internal committees and affiliated groups for internal meetings and events.
• Establish contact and follow-up with all new, returning, and prospective clients interested in planning an event with the CAM in a timely manner. Track and maintain statistical data on events.
• Assist with the Caf operations occasionally
• Other duties as assigned.

Minimum Requirements

• Candidate must have at least one (1) year of event planning or directly related experience.
• Ability to take initiative, be creative, and stay composed under pressure.
• Excellent organizational skills and ability to manage multiple projects.
• Strong computer proficiency, especially with MS Office programs.
• Hospitality and/or event management degree a plus (Associates, Bachelors, Certificates, etc.)

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