Employment Opportunities – Event Coordinator

EVENT COORDINATOR | MUSEUM OF FINE ARTS, ST. PETERSBURG

Founded in 1964 and located along the beautiful downtown waterfront of St. Petersburg, Florida, the Museum of Fine Arts, St. Petersburg (MFA) is a collecting museum annually serving more than 120,000 residents and visitors to the Tampa Bay area. The MFA is proud to present the largest comprehensive art collection in the state of Florida, spanning 5,000 years of civilization in about 20,000 objects from antiquity to today. Highlights include masterpieces from Vigée Lebrun, Corot, Monet, Morisot, Lafarge, Inness, Tiffany, O’Keeffe, De Kooning, Rauschenberg, Wiley, and others; a sculpture garden; important holdings of ancient, African, and Mesoamerican art; and one of the largest and most respected photography collections in the Southeastern United States. In a growing city with multiple museums and a thriving cultural life, the MFA provides the broad context into which all the other local arts organizations fit.

The MFA presents a wide variety of art experiences across the spectrum of time and culture, from expansive blockbusters to provocative contemporary exhibitions to more focused shows illuminating the depth and beauty of the museum’s growing collection. With 17,000 square feet in collections galleries—which were recently renovated and reinstalled—and 7700 square feet for temporary exhibitions, the MFA brings art to life as no other museum in the Tampa Bay area can. In addition to its robust exhibition program, the MFA engages its community through exciting public programs and events and serves our students through youth programs and a partnership with the Pinellas County School System. About 6,000 public school students attend the MFA each year as part of their 6th-grade social studies curriculum.

THE OPPORTUNITY

POSITION: Event Coordinator
REPORTS TO: Senior Director of Operations
DEPARTMENT: Operations
JOB CODE: Full-time/ On-site
FLSA STATUS: Non-Exempt

POSITION SUMMARY

The Event Coordinator acts as the central coordinator of all MFA event functions, both internal and external (such as weddings and other private events held in MFA venue spaces). The purpose of this role is to streamline communication around events and ensure all events meet the standards established by our mission, vision, and values while allowing individual MFA departments the ability to focus on their priorities and goals.

WORK SCHEDULE

• MFA office hours are Monday through Friday 9:00 am – 6:00 pm
• Due to the nature of this position, weekend and evening work will be required
• The successful candidate will be flexible to amend their work schedule based on the schedule of events
• This position requires all hours to be fulfilled onsite

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work collaboratively with all departments at the MFA to understand, communicate, and implement special events
• Communicate event requirements in a timely and accurate manner as needed for superior execution of events
• Coordinate event needs with Visitor Services when ticketing or presales are needed
• Coordinate event needs with AV, facilities, and security
• Develop floor plans that meet the needs of the event and follow the guidelines of the MFA
• Work with external clients and MFA leadership to develop, execute and finalize all event contracts
• Confirm all tech rider needs are met for visiting lectures and musical performances
• Acts as event lead during special events
• Serve as staff liaison to all event vendors
• Coordinate and assist departments in the logistics of all event details such as décor, catering, entertainment, location, equipment, and other outside vendors
• Day-of coordination for events, execute floor plan, set up décor, and solve issues as they arise
• Maintain a working understanding of all operational departments within the Museum: Security, Visitor Services, Janitorial, AV, and Catering
• Look for operational efficiencies within the MFA’s special events programs
• Maintain a high standard of professional conduct as a representative of the museum
• Perform other duties as required

QUALIFICATION, SKILLS, AND ABILITIES REQUIRED

Education/ Experience Required
• Minimum 2 years of event coordination experience
• Associate’s degree required with preference for additional education and/or certification in hospitality/event management

Skills and Abilities Required
• Excellent customer service, planning, organizational and administrative skills
• Ability to be flexible, balance multiple projects and tasks concurrently, and work with close attention to detail
• Strong interpersonal, written, and verbal communication skills
• Ability to manage effective working relationships with staff, volunteers, and members of the public; exercise tact and diplomacy at all times; demonstrate an understanding of protocol and sensitivity to cultural diversity issues; nurture a positive working environment and respond appropriately to a variety of individual work styles to complete work in a timely, efficient and effective manner
• Requires flexibility to work in a fast-paced environment with the understanding that projects that include input from multiple constituents may necessitate an approach that takes into consideration the history of the institution
• Able to handle sensitive information and maintain confidentiality and decorum.
• Experience with Excel and databases preferred
• Able and willing to accept direction either, specific or general, as a guide for completing assignments is important

PHYSICAL REQUIREMENTS

• Able to sit for extended periods of time (up to 8 hours) on a daily basis
• Able to stand and walk for extended periods of time (up to 6 hours) on a daily basis
• Able to lift and carry up to 10 lbs. frequently
• Able to carry files occasionally
• Able to operate a computer and other office productivity machinery
• Able to work late nights, weekends, and in outdoor weather
• Must be fully vaccinated for Covid-19
• Able to safely and successfully perform the essential job functions consistent with ADA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards
• Able to maintain regular, punctual attendance consistent with ADA, FMLA, and other federal, state, and local standards

This job description indicates in general terms the type and level of work performed, as well as the typical responsibilities of this position. Management reserves the rights to modify, change, add or rescind the work assignments of different positions and make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship between the Museum of Fine Arts and its employees.

HOW TO APPLY

Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are
systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role.

Please address resume, letter of interest, and salary requirements to the Human Resources Department at the Museum of Fine Arts, St. Petersburg, and email to: HR@mfastpete.org with Event Coordinator in the subject line or mail to the following address:

Human Resources
Museum of Fine Arts
255 Beach Drive N.E.
St. Petersburg, FL 33701-3498

No phone calls, please.

To download the Event Coordinator description please click here.

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