Coordinator, Special Events at New York Hall of Science

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Jan, 26

Salary

25.0

Posted On

17 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Coordination, Customer Service, Organizational Skills, Time Management, Communication Skills, Google Workspace, CRM Systems, Problem Solving, Team Collaboration, Attention to Detail, Flexibility, Vendor Management, Logistical Coordination, Documentation, Client Relations, Sales Support

Industry

Museums;Historical Sites;and Zoos

Description

Position Title Rate of Pay Special Events Coordinator $25 per hour Department Work Location Marketing and Business Development On-site Reports to Work Schedule Director of Special Events and Space Rentals Flexible; 21 hours per week FLSA Status Position Classification Non-exempt Part-time Since its founding at the 1964-65 New York World’s Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity. Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives. NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play. The defining characteristics of Design, Make, Play — open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible. Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people’s play. NYSCI has approximately 87 full-time and over 103 part-time and casual staff members. POSITION OVERVIEW The New York Hall of Science seeks a dynamic Special Events Coordinator to join our Marketing and Business Development team. This role is essential in promoting and managing the museum's event rental program, supporting revenue generation while showcasing our unique venue to diverse audiences. The Special Events Coordinator will serve as one of the primary points of contact for external event clients, coordinating all aspects of venue rentals from initial inquiry through post-event follow-up. KEY RESPONSIBILITIES CLIENT RELATIONS & SALES SUPPORT * Assist with event rental inquiries and booking requests under Director supervision * Support the Director with venue tours and site visits for prospective clients * Provide excellent customer service throughout the entire event planning process * Accurately input client interactions and event details into CRM system * Help maintain relationships with event planners, corporate clients, and community organizations * Support annual revenue goals for Special Events and the wider Marketing and Business Development team SPECIAL EVENT PLANNING & COORDINATION * Assist with coordinating logistical aspects of events including room setup, catering coordination, and vendor management under Director guidance * Create and disseminate event documentation * Support communication with internal departments to ensure seamless event execution * Assist with event setup and breakdown, ensuring adherence to museum policies and safety protocols * Provide on-site event support during events as directed by the Director * Conduct basic post-event follow-up with clients and internal stakeholders ADMINISTRATIVE OPERATIONS * Update and maintain event calendar and booking system with accurate event details * Assist with processing contracts, invoices, and payments in coordination with Finance department * Organize and maintain event-related documentation and client files * Coordinate with external vendors including caterers, AV technicians, and decorators * Help maintain inventory of event equipment REQUIRED QUALIFICATIONS * High school diploma or equivalent * 1-2 years of professional experience in event coordination, hospitality, or venue management OR equivalent customer service experience * Familiarity with CRM systems or willingness to learn * Strong organizational and time management skills * Excellent written and verbal communication abilities * Proficiency in Google Workspace * Customer service experience with ability to build client relationships * Flexibility to work evenings, weekends, and holidays as required by event schedule PREFERRED QUALIFICATIONS * Bachelor's degree in hospitality management, marketing, communications, or related field * Bilingual fluency in Spanish and English * Experience in museum, cultural institutions, or non-profit events SKILLS & ABILITIES * Exceptional attention to detail and organizational skills * Ability to work effectively under pressure * Strong problem-solving capabilities * Team collaboration skills and ability to work across departments * Proactive approach to identifying opportunities and solving challenges PHYSICAL REQUIREMENTS * Ability to stand and walk for extended periods during events * Capability to lift and move up to 50 pounds * Frequent positioning and repositioning to accomplish job duties * Ability to work in various environments throughout the museum campus * Visual acuity for computer work and document review HOW TO APPLY Please apply through our online careers page. Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position. Application Deadline: November 16, 2025 No phone calls or faxes please. The New York Hall of Science is an equal-opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. We support a drug-free workplace. If there are preparations, we can make to help ensure you have a comfortable and positive interview experience, please let us know. 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 description describes you, then you are highly encouraged to apply for this role.

Responsibilities

The Special Events Coordinator will manage the museum's event rental program and serve as a primary contact for external clients. Responsibilities include coordinating venue rentals, providing customer service, and supporting event logistics.