EVENTS COORDINATOR at Dayton Art Institute – Dayton, Ohio

The Museum Events Coordinator at the Dayton Art Institute is responsible for the planning, coordination, and execution of all museum events, including special events, weddings, corporate events, and museum-hosted programs. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The Museum Events Coordinator works closely with internal and external partners to support event planning and execution, ensuring clear communication, alignment, and preparedness across departments. This position plays a key role in supporting a well-coordinated event process that aligns with the Museum's mission, vision, and values while delivering an exceptional experience for all guests and clients.

ESSENTIAL DUTIES and RESPONSIBILITIES

• Plans, coordinates, and executes all museum events, including special events, weddings, corporate events, and museum-hosted programs.
• Assists in the on-site coordination of events, including the set-up, arrangement, and tear-down of chairs, tables, technical equipment and related items.
• Develops and manages event timelines, budgets, and logistics to ensure successful event execution.
• Coordinates with internal departments and external vendors to secure necessary resources and services for events.
• Serves as the primary point of contact for clients, providing exceptional customer service and ensuring their needs are met throughout the event planning process.
• Conducts site visits and consultations with clients to understand their event vision and requirements.
• Manages physical inventory, wine/liquor, meeting supplies, linens, and event equipment.
• Monitors beverage inventory, sets up bars at events, fills out and calculates beverage sheets and assists with linen orders.
• Communicates effectively with all stakeholders to ensure seamless event execution.
• Works closely with the Security team to ensure safety protocols are followed during events.
• Addresses any issues or challenges that arise during events, ensuring prompt and effective resolution.
• Supports the development and maintenance of event timelines, planning tools, and communication processes to keep all departments informed and aligned.

QUALIFICATIONS and EXPERIENCE

• Bachelor’s degree in event management, hospitality, business administration, or a related field preferred, or equivalent combination of education and experience.
• 1-3 years of experience in event coordination, hospitality, or a related field; Experience in a museum, nonprofit or cultural institution is a plus.
• Proven track record of successfully coordinating a variety of events, from small gatherings to large-scale functions.
• Strong organizational skills with attention to detail and follow-through
• Demonstrated ability to maintain clarity and coordination across multiple moving parts or stakeholders.
• Effective communication and interpersonal skills with the ability to work across teams and with external partners.
• Customer service mindset with a professional and approachable demeanor.
• Ability to solve problems in real time and adapt to changing event needs.
• Basic proficiency with event planning tools, scheduling systems, or Microsoft Office/Google Workspace.
• Experience supporting event logistics, timelines, and vendor coordination.
• Ability to work evenings, weekends and flexible hours as required by event schedules.

PHYSICAL DEMANDS / WORK ENVIRONMENT

This role is primarily based in a museum environment, with regular movement throughout offices, galleries, storage areas, and other public facing spaces. The position may require sitting or standing for extended periods and communicating effectively in person and through electronic communication. Occasional lifting of materials up to approximately 20 lbs may be required. Work schedules may include evenings, weekends, or special events depending on museum programming and operational needs.

The Dayton Art Institute is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants in accordance with applicable federal and state law. The museum complies with the Americans with Disabilities Act (ADA) and is committed to providing reasonable accommodations to qualified individuals with disabilities. The Dayton Art Institute maintains a safe, respectful, and drug-free workplace.