Special Events Coordinator

About Us

At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.

The Huntington

Founded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.

The Culture

Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies.

At The Huntington, our organizational Culture is shaped by the following core values: Intellectual curiosity, Collaboration, Stewardship, Belonging, and Integrity.

Intellectual Curiosity: Knowledge, lifelong learning, and a spirit of inquiry are at the core of our mission and organizational culture.

Collaboration: Teamwork and a collaborative attitude are important at all levels of The Huntington. We foster relationships internally among our departments and externally with organizations throughout the community.

Stewardship: We are committed to the care and development of our collections, our financial and physical resources, our staff, and our community.

Belonging: We strive to attract and maintain a workforce of individuals with diverse talents, backgrounds, and perspectives. Our organizational culture promotes a sense of welcome, inclusion, and connection.

Integrity: We value respect and honesty, working to fulfill our mission with honor and ethical principles.

Job Description

About the Role

Reporting to and under the regular supervision of the Director of Special Events and Filming, the Special Events Coordinator will support all Huntington events, including in-person and virtual events. Such duties include working closely with clients, event programmers, donors, and community partners to schedule, coordinate, and execute institutional, Huntington-sponsored, and revenue-driven events.

Essential Duties

Works with Huntington programmers, volunteers, community partners, and clients to assist with the booking, planning, coordination, and management of events.

Coordinates event-related logistics including, but not limited to, rentals, catering, and staffing.

Works with Huntington service departments to schedule and organize event needs and personnel. Assists with event administration, including fielding phone calls, preparing proposals, contract routing, expense processing, and invoicing functions.

Organizes program requirements in coordination with guest speakers and presenters.

Coordinates day-of logistics.

Serves as an administrator of The Huntington’s event database which includes the management of event inventory and the scheduling of all Huntington programs, activities, projects, and events occurring on campus.

Manages The Huntington’s event database to ensure it remains current and accurate.

Works with staff, internally and externally, to ensure compliance of conditional use permit regulations, and implement all Huntington event policies and protocol.

Other Functions

Schedules and leads software trainings on a consistent basis.

Other duties as assigned include some physical work such as moving A/V equipment, chairs, tables, décor, etc.

Candidate Requirements and Experience

Knowledge, skills, and abilities:

Strong written and verbal skills.

Well-organized and detail oriented.

Strong interpersonal skills and the ability to communicate effectively with a wide range of constituents.

Ability to problem-solve and adapt to unexpected circumstances.

Motivated self-starter with a passion for providing excellent customer service.

Able to manage and prioritize multiple tasks and projects while maintaining a positive and calm demeanor.

Able to work nights and weekends.

Have the strength to lift, move, or pull up to 30 pounds.

Must be proficient in the latest versions of Outlook, Microsoft Word, Excel, and PowerPoint.

Experience

Required

Bachelor’s degree or relevant work experience.

1-2 years of event production and/or hospitality experience.

Preferred

Experience working in a non-profit or museum setting.

Interest in marketing and event sales.

Experience with EMS Software and Social Tables Diagramming Software.

Knowledge of SharePoint, OneDrive, Microsoft Teams, Click Up, and Zoom.

Compensation & Benefits

We provide competitive compensation, generous benefits and perks for all eligible employees including:

Pay Rate: $23.00-$24.60/hr.

Medical, Dental, Vision

403(b) retirement plan and matching retirement plan with an outstanding employer match

Hybrid remote work schedule available. Maximum two days per week at home and dependent on the needs of special events.

Considerable paid time off, including annual leave, sick leave, and holidays

Discounts for staff in The Huntington Store and restaurants

Free admission to various museums and cultural institutions

Free passes each month to welcome family and friends to visit the grounds

The Application Process

Please submit a cover letter and CV/resume as a single PDF attachment.

You will have the opportunity to submit additional documents on the “My Experience” section of the application

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