Event Coordinator at Oklahoma City Museum of Art

Date of Posting



Aysha Shahid
[email protected]

Additional Info

Interested candidates may submit resume and cover letter by e-mail to [email protected]

Company Name

Oklahoma City Museum of Art

Position Title

Event Coordinator

Qualifications & Requirements

- Bachelor’s degree in Hospitality or similar field. - 2-3 years of demonstrated experience in the event and meeting planning industry including client management.

Additional Job Details

Essential Duties and Responsibilities - Coordinate the Museum’s private event program to meet performance and revenue goals. - Coordinate the Museum’s fundraising events to meet performance and revenue goals. - Assist with member Previews and Friends’ Lecture receptions and dinners, special donor dinners and other Museum events and presentations as assigned. - Other duties as assigned. Fundraising Events (Renaissance Ball, Omelette Party, and ARTonTAP) - Prepare and monitor timelines for events. - Prepare and monitor event expense and income budgets. - Organize planning meetings for staff and volunteers involved in events. - Work with event committees, obtain bids, coordinate catering arrangements, work with caterers, develop menus, coordinate event logistics, facilitate related paperwork and agreements, and successfully execute the events. - Coordinate rentals, décor, entertainment, beverages and service for events. - Provide onsite event organization on “day of event” and coordination of staff, volunteers, and vendors, including set-up, check-in, tear-down. - Serve as the point person to direct activities. - Coordinate with volunteers on event-related activities. - Work with Director of Marketing and Communications on the promotion of fundraising events. Private Events - Maximize earned income potential of private events by engaging new audiences. - Supervise private events as the onsite coordinator and ensure smooth coordination and success of all events. - Work with Marketing department on the promotion of private events. - Utilize the Group Sales function of Altru database system to execute and track private event bookings. - Coordinate the catering and setup for all events. - Oversee daily inquiries and client meetings, scheduling, and budgets for private events. - Oversee, update, and maintain the facility rental calendar for private events. - Provide quarterly reports on private events. - Coordinate all aspects of the facility rental program from initial client contact, to walk-through, planning, to post-event clean up. - Prepare private event checklists and work closely with the Museum Cafe, Facility Operations Director, Building Support, A/V Technician, and administrative staff on organizing event details. - Prepare invoices and process payments for facility rentals. Knowledge, Skills, and Abilities - Excellent interpersonal skills and demonstrated experience working events. - Demonstrated proactive sales and marketing skills. - Highly organized multi-tasker with good problem-solving skills. - Experience with, or ability to learn, Altru database system, specifically the Group Sales function to track and invoice private events. - Ability to read, analyze, and manage departmental budgets. - Ability to research and create written and visual content for publication and/or presentation. - Ability to effectively present information to top management, public groups, and media. - Availability to work weekend and after business hours.