Private Events Contractor

Summary

The Private Events Contractor works with the Special Events Manager to support event clients’ post-contract and work with event vendors while fulfilling the Museum’ core values. The responsibilities include conducting walkthroughs, coordinating all event paperwork, ensuring all paperwork has been received from vendors and clients, tracking catering commission, working with event captains on day-of events, supporting events on-site as needed, and ensuring that the correct information is communicated to all internal departments. A major focus of this role will be the support of the Business, Educational, and Guest Services teams in the successful completion of Special Events to include the set-up/break-down of corporate, private, and group rentals. This position will receive cross-training from Facilities departmental team members to ensure that the built environment is consistent with the International Spy Museum’s high standards.

The International Spy Museum offers a hybrid work schedule, with two work-from-home days per week, when time allows.

Five Areas of Accountability

  • Event Set-ups/Break-downs.
  • Preventative maintenance execution.
  • Maintain events’ furniture, supplies and equipment to ensure continuity of that business segment.
  • Event space QC to ensure Facility stays in best possible condition.

Success Traits

  • Seeks understanding and makes good decisions through consistent effective communication and positive influence across multiple departments.
  • Ability to be flexible in changing environments.
  • Ability to represent the museum in a positive and professional manner.
  • Candidate must be prepared to embrace tasks and working practices.

Responsibilities

Event Coordination and Detailing

  • Support Special Events Manager in post-contract event logistics
    • Manages all documentation relative to event.
    • Maintains correspondence with client from contract execution through end of event.
    • Ensures that all client and vendor insurance aligns with Museum policy.
    • Supports AV needs/add on services.
    • Create and print event agendas for Event Captains.
    • Maintain event supplies and replace as needed.
    • Ensures timely payments from client and commissions from caterers
    • Keeps sales systems up-to-date with payment and inventory information.
    • Conducts walk throughs and planning visits with clients as needed.
    • Provide support day of event to captains and vendors.

Acting as Internal Liaison

  • Internal Liaison to other departments: Private Events Sales Team, Guest Services, Security, Facilities and IT. 
  • Support weekly events updates on an individual and group basis either in person or by email.
  • Provide real time event updates on shared communication platform.
  • Conducts event standing meetings when Special Events Manager is not available.
  • Confirms information is correct for weekly operations notes.

Vendors

  • Maintains all correspondence with vendors.
  • Conducts walk throughs as needed.
  • Confirms set up 2-4 weeks out.
  • Collects all event forms and sends to the appropriate departments.

Oversight of Event Space

  • Conducts regular walk throughs and notifies appropriate internal departments of issues in need of immediate resolution
    • Available on-site as needed for event from load-in to load-out.

Experience Required

  • 1 to 5 years with skills and competencies as described above.
  • Proven leader who is able to work with internal departments and vendors in the coordination and direction of seamless event experiences.

Skills Preferred

  • Must be extremely detail-oriented and can effectively manage large flows of information as well as deliver excellent internal and external communication.
  • Possesses strong knowledge of special events coordination and execution.
  • Professionally represents the museum and serves as an outstanding ambassador of the venue.
  • Provides excellent customer service.
  • Maintains calm and steady demeanor within a fast pace, sometimes unpredictable environment.
  • Can exercise appropriate discretion and judgement in the best interests of museum and client.
  • In some instances, may need to work nights and weekends.

How to apply: 

To apply, please submit a cover letter, resume and salary requirements here.