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.
Compensation
$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.
