More than 10 million guests have enjoyed Omni Theater features since in opened in 1983.
EVENTS COORDINATOR
Full-Time Employment
Summary
The Fort Worth Museum of Science and History hosts events of varying size, complexity and purpose throughout the year, serving a variety of functions.
The Events Coordinator coordinates the planning, logistics, project management and implementation of numerous, often concurrent, events, such as the Museum’s annual Mad Scientist Ball (MSB) fund raising gala, donor and member openings and recognition events, educational lectures, and other ongoing ad hoc events, such as receptions and special functions.
This is a key service position within the Museum, requiring extensive, effective interaction with staff throughout the Museum on a daily basis, as well as significant ongoing communication and interaction with volunteer committees and volunteers leading specific events. The person in this position also works closely with the in-house special events staff for Sodexo, the Museum’s catering and event management vendor. This position functionally reports to the Senior Vice President for Development and Marketing with joint reporting to the Executive Vice President for Programs.
Basic Functions and Responsibilities including but not limited to:
Facilitate and project manage multiple, often concurrent, Museum-hosted events of varying size, scope and budget throughout the year.
Lead the logistical planning process for and execute these events, involving appropriate staff, volunteers and vendors.
Establish and monitor the budgets for specific projects, balancing and working within the framework of an annual budget for event-related expenses.
Assemble cross-departmental work teams who will be involved with specific events, scheduling and leading project meetings for these teams in an inclusive, professional manner.
Develop and monitor timelines and schedules for events and enforce accountability among internal and external participants involved in specific events
Contract and manage outside event vendors on the Museum’s behalf as needed, such as caterers, florists, entertainment, event designers, valet, tent companies, photographers, etc.
Manage all legal requirements related to the production of events, i.e., permits or variances with the city, street closures, etc., as needed.
Maintain thorough records related to specific events, including files with purchase orders, vendor lists and contracts, meeting notes, e-mail communication, etc.
Ensure that all goods purchased, and/or vendors contracted to perform work on the Museum’s behalf are paid in a timely manner, in accordance with the institution’s purchase order system.
Qualifications:
Seven to ten years of professional experience, preferably in a non-profit environment or a situation involving the production of volunteer-driven events for non-profit organizations is suggested for this position. Required are:
Master communication skills, both in person and in using the written word
A warm, professional interpersonal personality with the ability to work effectively with a range of staff and volunteers
A positive, achievement-oriented attitude and proactive work ethic
The ability to maintain one’s professional composure, deal with, and lead others calmly through what may be perceived to be stressful situations at the time
Significant experience planning and executing special events of all shapes, sizes, and budgets
Experience contracting and managing multiple vendors simultaneously
Experience assembling and leading diverse teams to accomplish complex, time-sensitive projects
The ability to maintain the highest level of discretion and confidentiality with sensitive donor information
Excellent computer skills
Strong organizational skills and attention to detail
Ability to handle multiple tasks in a fast-paced environment
Human Resources Manager
Fort Worth Museum of Science and History
1600 Gendy Street
Fort Worth, Texas 76107
fax: (817) 255-9354
