Private Event Coordinator

Position Summary:

The Missouri Historical Society is seeking an energized and entrepreneurial Private Events Coordinator to grow its private rentals program. Since launching a private rentals program in 2018, MHS has hosted hundreds of weddings, corporate gatherings, and nonprofit events, welcoming individuals and organizations to "make their own history" in a historic and memorable museum space. The Private Events Coordinator joins MHS's rentals team at an important moment as our organization sets ambitious goals for revenue growth, and as the Missouri History Museum continues through a multiyear effort to renovate its major exhibition galleries.

This entry-level position will work closely with the supervisor and serve as one of two primary points of contact for the private rental program at the Missouri History Museum. The coordinator will assist in generating sales and managing client relationships from the initial inquiry through day-of event facilitation. Rental events include, but are not limited to, weddings, social gatherings, galas, parties, meetings, and workshops hosted at the Missouri History Museum.

The ideal candidate will demonstrate a strong commitment to exceptional hospitality and customer service, along with excellent organizational and communication skills. This role requires attention to detail, the ability to multitask in a fast-paced environment, and a self-motivated approach to supporting successful events and positive client experiences.

Duties/Responsibilities:

• As part of the small team, manage client inquiries and event bookings.
• Coordinate all aspects of the rental which include client interface, site and planning meetings; coordination between all vendors, caterer, client and MHS from the inquiry to the day of event.
• Track, manage and follow up with sales leads and bookings through customer relationship management program.
• Utilize the group sales function of Altru database system to create client contracts, invoices and process payments for facility rentals
• Create floorplans with Cvent/Social Tables software
• Prepare run of show for all events and work closely with the catering, housekeeping, resource protection, production team, and administrative staff on organizing event details
• Work closely with the department supervisor and director to achieve sales goals and grow the private rentals progra
• Work events as necessary, often in the evenings and on weekends
• All other duties as assigned

Job Skills and Experience:

• Fosters positive internal and external relationships.
• Highly organized individual, with the ability to balance multiple tasks, adhere to deadlines, and have a strong attention to detail.
• Brings energy, and enthusiasm, to work in a collaborative environment to maintain and grow the financial strength of the institution through the sales and management of high-quality rental events.
• Solid written and verbal communication skills.
• Ability to provide excellent customer service in a clear, concise manner in person, on the phone, and in written correspondence.
• A solutions-oriented ability to respond quickly and calmly in high pressure settings.
• Demonstrated ability to inclusively work with diverse audiences, including making accessible accommodations for people with disabilities.
• Demonstrated ability to take initiative and build relationships with colleagues, vendors, clients, and prospects.
• Proficient computer skills: ability to understand and work independently with Microsoft products including Outlook, Word, Excel, Power Point and Teams.
• Prior knowledge of or a willingness and ability to learn the All Seated/Prism or Cvent software.
• Knowledge of best practices in event planning, design, and management with the desire to stay current.
• Flexible schedule allowing for weekend and evening event management.

Education and Experience:

• An engaging and welcoming presence and customer-centered mind-set are required.
• 1-3 years of experience in sales, event planning, or a similar job field
• Some college is preferred.