Events Associate

Job Description

Job Description

Summary

The Events Associate supports the Events Operations Manager in delivering exceptional private events hosted at the Museum. From site visits and vendor coordination to on-site logistics and post-event documentation, this role ensures every detail aligns with the Museum’s standards of excellence. The ideal candidate is proactive, organized, and comfortable working in a fast-paced, guest-facing environment. Evening and weekend availability is required.

Responsibilities

• Assist with scheduling and conducting site visits for prospective event hosts and vendors
• Assist with the preparation and maintain event documentation, including timelines, COIs, vendor agreements, and internal coordination sheets
• Support the management of the events calendar and ensure alignment with Museum operations
• Serve as a secondary point of contact for external planners and vendors, helping to field inquiries and clarify logistics
• Track and organize event-related billing, including invoices, deposits, and payment confirmations
• Coordinate with internal departments     to ensure readiness for each event
• Provide on-site support during load-in, event execution, and breakdown, representing the Museum’s standards and assisting with real-time troubleshooting
• Maintain organized digital and physical event files, including post-event records and use data
• Assist with vendor communications and stewardship, ensuring expectations are met and documentation is complete
• Support post-event follow-up and reporting as directed by the Events Operations Manager
• Other duties as assigned

Qualifications

Preferred Attributes