Events Coordinator contract

Physical Requirements:

The physical requirements of the position described here are representative of those that must be met by an employee to perform successfully.

• Working onsite at a desk in a renovated historic building on a 12+ acre campus.
• Standing, walking, bending, climbing, stooping, and lifting up to 20 lbs.

Job Title: Events Coordinator
Department: Advancement
Reports to: Chief Advancement Officer
Job Type: Full Time / Non-Exempt / Hourly
Pay: $16.83-$19.23
Hours: 9:00 a.m. – 5:00 p.m. with occasional evenings and weekends.

JOB SUMMARY:

SAMA seeks an energetic, detail-oriented Events Coordinator to assist with the implementation of Museum-wide events and programs. Reporting to SAMA’s Chief Advancement Officer (CAO), with many events designed to support experiential involvement and finite revenue generation by members, donors, and prospects, the position plays an important role in liaising with external vendors and suppliers and collaborating with internal Marketing, Facility Services, Protective Services, Education, and Curatorial colleagues, where appropriate. The Events Coordinator will assume responsibility for lead-up, day/evening of, and breakdown of events, serving as manager on duty, ensuring that logistics, event choreography, and other details go smoothly. As such, strong organization, proactive verbal and written communication, project and budget management, and meticulous attention to tasks are essential for this position. While most events and work will focus on the Museum’s constituents, on occasion the coordinator will support facility rentals by outside organizations and individuals; as SAMA’s revenue and events model evolves, this may extend to more substantive large-scale institutional events, including branded art festivals and fairs.

The Events Coordinator is expected to work occasional nights and weekends in the context of event dates and timetables. This role requires in-office work as well.

RESPONSIBILITIES AND DUTIES:

• Support internal planning/orchestration of finite Museum programs/events by researching and reserving event space (on and off campus); catering; audiovisual; appropriate décor (floral design, linens, tables and chairs, color schemes, etc.); and speakers, performers, other art and culture vendors, etc., working in concert with CAO and other colleagues.
• Develop and manage comprehensive event production calendars, event timelines, departmental work orders, and event ‘run-of-shows,’ considering departmental responsibilities and those involving external partners.
• Manage in-house inventory of furniture, supplies, and other event materials, reporting on needs as necessary.
• Work with SAMA Marketing on development and dissemination of invitations, programs, signage, and other communication, playing a key role with Advancement colleagues on list development.
• Manage all event logistics and serve as primary point person on evening before and day/evening of events (e.g., load-in, set-up, and loadout of furniture; catering support; a/v, other technology; support for on-site registration; communication with Museum colleagues; cross-departmental pre-event huddles; event troubleshooting; clean up, where necessary, etc.), liaising with appropriate departments/individuals and outside vendors and suppliers.
• Communicate with cross-departmental Museum managers in the context of additional staffing required for select events.
• Manage budgets pre-and post-events, ensuring timely invoices and payments to vendors and suppliers, and reporting on individual budgets internally.
• Maintain Master Calendar listings for programs and facility rentals scheduled/led by Advancement or other departments.
• Perform other duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

• Proficient with MS Office tools, specifically Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with event planning tools and software preferred; CRM experience (e.g., Altru/Blackbaud) desired as well.
• Outstanding organizational skills, including ability to multi-task and manage multiple events, priorities, and deadlines simultaneously.
• Excellent written and verbal communication skills, including detail(s) and outcomes orientation, and customer focus.
• Strong interpersonal skills, including ability to establish and build rapport with internal colleagues and external partners.
• Affinity for working both independently and as part of a dynamic team.
• Collaborative and positive disposition, “can do” attitude, poise, and high degree of professionalism. Be solution oriented and know when to ask for assistance.
• Willingness to learn new skills and keen to grow professionally.
• Ability to handle all intellectual, analytical, and physical requirements of the position, including potential for on-the-spot decision-making and problem-solving.

QUALIFICATIONS:

• Bachelor’s degree in hospitality management, public relations or related field, or have related experience
• Minimum 3 years’ experience in event coordination and management in related experience with a museum, cultural organization, tourist attraction or other not-for-profit organization.
• Ability to work weekends, evening hours, and holidays.
• In-office work required.
• Must pass a background check.

Physical Requirements:

The physical requirements of the position described here are representative of those that must be met by an employee to perform successfully.

• Working onsite at a desk in a renovated historic building on a 12+ acre campus.
• Standing, walking, bending, climbing stairs, stooping, and lifting up to 20 lbs.

ABOUT THE SAN ANTONIO MUSEUM OF ART:

Serving as the only global-facing art museum in South-Central Texas, SAMA’s mission is to bring people together with art by collecting, preserving, and presenting significant works of art representing a broad range of history and cultures, advancing human connection, and understanding, and inspiring curiosity, creativity, and discovery. Through its comprehensive art- and audience-centered programming, including two biannual special exhibitions and a host of collection-based presentations and rotating installations throughout the year, SAMA attracts ~145,000 visitors annually. Each year, the Museum conducts approximately ~500 PK-12, collegiate, adult, and family tours and other public initiatives, including artist talks, lectures, artmaking experiences, early childhood learning sessions, music, dance, theatre, films, and other cultural performances, aging American and other special audience initiatives, educational workshops, scholarly symposia, and robust family days that focus on intergenerational learning.

SAMA is housed in the historic Lone Star Brewery on the Museum Reach of San Antonio’s River Walk.
The campus comprises 14 acres, 10 distinct buildings, and close to 87,500 square feet of gallery space.
For more information visit www.samuseum.org.

San Antonio is the nation’s seventh largest city and among the fastest growing in the U.S.; with Austin, it is emerging as a metroplex. The Museum serves as both a cultural and civic leader and is integral to shaping and driving the renaissance of the downtown corridor.

EEO STATEMENT:

San Antonio Museum of Art is an Equal Opportunity Employer. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job posting describes you, then you are highly encouraged to apply for this role.

SAMA is committed to equal employment opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

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