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Special Events Coordinator
Special Events Coordinator
Post Date: 01 Jan 1970


The Special Events Coordinator will help with planning and executing gallery events. This will include researching venues, coordinating with vendors, assisting on-site at events, and responding to guests.

Must have a professional demeanor and appearance, impeccable judgment and discretion with sensitive information, meticulous attention to detail, the ability to multi-task, and a keen awareness of time-sensitivity are essential.

Duties include, but are not limited to

– Liaise with restaurant or venue about event details, including menu cards, guest counts, timelines, and relaying dietary restrictions for individual guests, etc.

– Research venues online and maintain venue information folder with private dining and buyout packages.

– Organizing and executing events such as group tours and private visits etc.

– Manage guest list creation in Google Docs.

– Oversee the list management, invitation mailings, RSVPs, and follow ups.

– Event preparation: Coordinate place card printing using in-house printer, mail merging of guest names onto sticky labels for seating, gather supplies in advance of each event, and upload final guest list to check-in app.

– Maintain inventory of supplies such as envelopes, stamps, and place cards.

– Relay event details to graphic designers for invitation creation.

– Coordinate and work check-in at events.

– Maintain event files with past dinner lists, seating charts, menus, and invoices.

– Monitor and update internal documents with who was invited to dinners.

– Share and log gala information and liaise with external parties.

– Track gala contributions and guest attendance at galas.

– Update internal shared calendar.

– Internal office event coordination.

– Implement electronic invitations and seating.

– Update training guides as needed.

– Ad hoc projects as requested.

Qualifications for the role

– BA is required, preferably in an art related field.

– Must have previous experience with events, preferably in the art world, as well as the ability to thrive in a fast-paced environment.

– Excellent written and interpersonal communication skills.

– Exceptional organizational and follow-up skills, with the ability to prioritize and multitask in a fast-paced, deadline driven environment.

– Proficiency with Microsoft Office Suite, including Excel and Word, as well as Adobe Photoshop.

Position Type

Full-Time/Regular/Non-Exempt/Salaried position with overtime.

The position schedule is Tuesday–Saturday, 9:30am–6pm. Must be able to work flexible hours for openings and events.


$47,000 to $55,000 annually.

Application Instructions

Please send resume and cover letter to [email protected] with “Special Events Coordinator (Beverly Hills)” in the subject line. Walk-ins or phone inquiries will not be accepted for this position.

We are an Equal Opportunity Employer M/F/D/V, committed to ensuring that all current and prospective employees are afforded equal opportunities.


Beverly Hills, CA

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