Job Description

Job Description

Job Description

Internal Special Events Coordinator

The Chrysler Museum of Art, located at 1 Memorial Place in Norfolk, VA, is renowned for its extensive collection of over 35,000 art objects displayed across 50 galleries. The Museum offers a diverse range of art, from ancient artifacts to contemporary masterpieces. A signature attraction is the Perry Glass Studio, the only one of its kind in the Mid-Atlantic, offering visitors glassblowing demonstrations and hands-on classes. The Museum's commitment to accessibility is demonstrated by its free admission policy, making it a welcoming destination for both art enthusiasts and visitors of all ages and backgrounds.

Department:

Special Events

Supervisor duties:

No

FLSA Classification:

Non-Exempt

Position Type:

Full-time

Reports to:

Special Events Manager

Benefits Eligibility:

Yes, Medical, Dental, Vision, 403 B, STD/LTD, PTO, etc.

Revision Date:

August 2025

Primary Purpose:

To organize and execute events from concept to completion; ensuring every detail aligns with the client’s and Museum’s goals. Success in this role comes from blending creative vision with logistical mastery to craft events that resonate and run effortlessly.

Key Performance Indicators (KPI):

Hospitality, Diligence, Openness Collaboration, Growth, and Respect

Essential Functions:

Hospitality

• Provides internal and external constituents with excellent customer service

Serves as the main point of contact for internal museum events including performances, evening adult programs, family programs, fundraising events, and donor appreciation events.

Diligence

• Assures vendors and clients follow museum policies and procedures
• Manages vendor relationships by preparing and processing contracts, purchase orders, check requests, and related documentation
• Prepares detailed documents, including layouts and timelines, for each event.

Openness

• Reflects transparency, adaptability, and a willingness to engage across departments and with external partners.
• Functions as back-up to external Special Events Coordinator, which handles private events, including giving venue tours, answering inquiries, and assisting with sales.

Collaboration

• Highlights teamwork, cross-functional coordination, and shared ownership of outcomes.
• Communicates with other Museum departments to determine the needs of each event and handles logistical details for those events for the host department.
• Attends all events-related meetings.
• Serves as the main point of contact during events, including coordinating with and directing internal teams from multiple departments.
• Helps to manage the Master Calendar.

Growth

• Demonstrates learning, development, and continuous improvement in processes and responsibilities.
• Performs other duties as assigned or required.

Respect

• Embodies professionalism, consideration for others’ roles, and care in execution.
• Oversees set up and breakdown for each event.
• Serves as the main point of contact during events, ensuring smooth coordination and support across departments.

Required Knowledge, Skills, and Abilities:

• High school diploma or equivalent required; bachelor’s degree (BA/BS) strongly preferred.
• Minimum of 3 years of relevant experience in event planning or related training, or an equivalent combination of education and experience.
• Exceptional customer service skills with a genuine enthusiasm for engaging with diverse audiences.
• Proficient in computer applications, especially Microsoft Office Suite; able to manage multiple tasks and priorities effectively.
• Highly organized and detail-oriented, with strong written and verbal communication abilities.
• Flexible schedule required, including availability for evening and weekend events.
• Preferred experience includes working with audio/visual equipment, event design, planning, and talent coordination.

Working Conditions:

Subject to frequent interruptions. Must be able to work independently and meet deadlines under pressure. Must possess strong interpersonal skills and communicate with diplomacy and tact in all interactions. Must possess organizational skills and the ability to juggle planning for multiple events at once.

Physical Requirements:

Must be able to lift and carry awkward items weighing up to 50 lbs, including up and down stairs. Requires intermittent standing, walking, sitting, squatting, stretching, and bending throughout the workday. Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.

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