JOB SUMMARY:

Under the direction of the Head of Events & Facility Rentals, the Events Coordinator supports the Honolulu Museum of Art’s various events, including fundraising and engagement events, and facility rentals.

MINIMUM QUALIFICATIONS

• A Bachelor’s Degree and one year of experience in a related position, or equivalent combination of education and experience.
• Highly organized, with foresight and careful attention to detail.
• Excellent interpersonal, written, and verbal skills.
• Ability to be inclusive and make volunteers and visitors feel that they are important and welcome at the museum.
• Excellent computer skills, including Microsoft Office Suite.
• Ability to handle sensitive information confidentially.
• Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.
• Ability to work within and support a diverse community of visitors, artists, and employees.

DESIRED QUALIFICATIONS

• Events or other experience in a non-profit organization.
• Experience working with volunteers in a high-volume setting.
• Experience interfacing positively with high-level donors, sponsors, partners, and stakeholders in various project roles.
• Experience with databases, including the ability to do data entry, run reports, and present data as required.
• Understanding of Honolulu Museum of Art’s established identity and dedication to maintaining it.

WORKING CONDITIONS AND ATMOSPHERE:

The Events Coordinator will work a part-time schedule that varies between 15 and 19 hours per week depending on the events calendar and department needs. Regular office hours will occur during the work week between 8:30 a.m. and 5:30 p.m. In addition, the Events Coordinator will be required to work at events that occur during the evening and on weekends.
Ability to operate general office equipment including computers, copiers, printers, etc. Ability to lift, carry, push, pull, up to 25 pounds of general office material or equipment. Ability to work some evening and weekend hours.
The employee must be able to fulfill all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice.

• Assists with planning and logistics for the Museum’s event programs, including operational, facility, technical, and security requirements.
• Supports budget forecasting and reconciliation, expense management, and sponsor deliverables.
• Works closely within the Advancement team, and cross-departmentally, to drive positive engagement of the museum’s supporters and visitors.
• Assists in working with Human Resources to secure volunteers for events and other programs.
• Tracks accurate attendance, revenue, expenses, membership, and visitor data for events and facility rentals.
• Supports scheduling and management of museum-wide Events calendar.
• Communicates with internal departments including Visitor Engagement, L&E, Communications, Facilities, Curatorial, Security and Installations to address any event issues and works to resolve them in a timely manner.
• Assists with management of the Tessitura database for events.
• Coordinates with vendors and contractors hired for events and facility rentals.
• Coordinates production timelines for collateral and ensures accurate, up-to-date information and sponsor deliverables through all channels.
• Works with the Communications Department to meet all advertising and publicity deadlines for assigned events.
• Demonstrates a commitment to fostering cultivating, and preserving a culture of inclusivity, diversity, equity, and accessibility through respectful communication and cooperation with others, continuous training, and the modeling of inclusive behaviors.
• In partnership with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen and promoting a culture of belonging that embraces the contributions of all staff.
• Other duties as assigned.