Special Events Coordinator 

Job Description:

Position Title: Special Events Coordinator 

Position Type: Full-Time 

FLSA Classification: Non-Exempt 

Department: Special Events 

Reports to: Special Events Manager 

About Crystal Bridges & The Momentary:

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.

The Momentary is a contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. The Momentary is a venue for the music, art, and food of our time, and a catalyst for creativity and economic vitality. An extension to Crystal Bridges, the Momentary is a ‘living room’ where community gathers to be inspired, connected, and joyful. You belong here: make the most of this moment.

Position Summary:

The Special Events Coordinator is responsible for supporting the Special Events team with promoting and coordinating private and internal events.  This individual will have a proven record of exemplary high-level customer service and have a strong desire to execute highly successful events.  This position requires independent judgment as well as project management skills (supervising all event details and the event team during event execution).  Required client interaction including in person & virtual client planning sessions & meal tastings as well as heavy email correspondence.

Excellent follow up, time management and organizational skills are required. This position requires proficiency with the Momentus Elite database for scheduling and tracking event details and must be able to multi-task in a fast-paced environment while projecting a positive professional attitude. Regular weekend and evening work will be required. Additional duties may be assigned as needed to support the evolving needs of the department and museum. The Special Events Coordinator reports to the Special Events Manager and works in collaboration with Hospitality, Marketing, Facilities, Education, Advancement, Security, Retail, Finance, Membership and Guest Experience.

Principle Responsibilities

• Design and plan events including private events and as assigned, working within client’s expectations and budget
• Areas of Specialty will include but not limited to: Weddings, Corporate, Community Engagement, Non-Profit, VIP & Stakeholder requests and Internal Museum events.
• Liaison with service providers and vendors to ensure successful events
• Facilitate all pertinent documentation for private and internal events (Banquet Event Orders, third-party rental orders)
• Collaborate with Culinary Services, Education, Advancement, Security and Facilities to ensure events run smoothly and are supportive of the overall mission of Crystal Bridges
• Coordinate with SE Team and other Museum Departments (Culinary, Special Event, IT, Facilities, etc.) as required for event
• Serve as on-site coordinator at special events, ensuring that events run smoothly and follow museum guidelines
• Track and present on client progress and event status at weekly team meetings

Additional Responsibilities

• Train special event coordinators as well as other internal users as needed
• Assist Manager in the development of department processes and procedures
• Follow up with clients after events have taken place to ensure customer satisfaction and cultivation for future events

Qualifications and Skills:

Education, Training, and Traits

• High School Diploma with a Minimum three years’ experience in event planning or venue management at a hotel/resort, convention center, corporate, or similar environment. Bachelors degree with major course work in Hospitality or Business Administration preferred.
• Working knowledge of food and beverage services is required
• Valid Driver’s License
• Highly organized with great attention to detail
• Outstanding customer service skills with excellent follow up
• Ability to work well with public guests and internal personnel
• Experienced Microsoft Word, Excel, and PowerPoint user
• Ability to learn and use Momentus Elite software
• Ability to manage resources and time efficiently
• Ability to prioritize multiple projects
• Ability to be flexible and resourceful
• High level of independent judgement, displaying an ability to understand and maintain the highest levels of confidentiality and discretion
• Excellent interpersonal communication and problem solving skills
• Believe in the Museum as a cause for social good and a positive, dynamic force for economic growth

Work Experience

• Minimum three years’ experience in event planning or venue management at a hotel/resort, convention center, corporate, or similar environment.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: In the work environments described below, position requires utilizing a computer and telephone for prolonged periods of time, interpersonal and written conversation with others, transporting (up to 10 lbs.).

• Work Environment: Work will be performed in an office environment and in museum spaces. The noise level in the work environment is usually low to moderate. Reasonable accommodations may be reviewed and evaluated in the case of exhibitions exceeding noise levels. Some overnight travel may be necessary.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.