Member Events Coordinator

Job Objective

The Member Events Coordinator is responsible for supporting the Member Services department via the general management of Member Events. In addition to working closely with other team members, including the Member Services Director and Director of External Affairs, the Member Events Coordinator will be fully dedicated to the effective management of Museum sponsored events as well as private Member Events, which includes the management of Membership and Member Event documentation and communications, the development and ongoing upkeep of event management tools and resources, and the coordination and management of Museum-approved vendors.

Duties and Responsibilities

  • Schedule and track Museum Site Visits
  • Manage Member Events spreadsheets, ensuring all content is kept updated
  • Compile all Member Event data for each event, including Event Plans, Vendor Agreements, Certificates of Insurance, and more
  • Upkeep and disseminate all Member Event Documents, including Member Event Guidelines, Member Event Agreements, and more
  • Collect and track all Member Events related billing, including Membership Dues Invoices, Member Event Fees, and Refundable Damage Deposits
  • Process payments along with issuing Member Events related bills, receipts and invoices.
  • Create invitation lists for Museum sponsored events and manage mailing
  • Maintain the shared Member Events calendar updated
  • Upkeep of all event-related folders, both digital and analog
  • Produce and distribute Event Timelines and coordinate across multiple departments, including Curatorial, Visitor Services, Public Affairs, Facilities, and more
  • Maintain detailed notes and continuously update and organize Vendor files
  • Act as a point of contact for Vendors and manage vendors expectations on all Member Events related communications
  • Track event anniversaries and collaborate with event managers for all communication tasks

Qualifications

  • At least 1 to 3 years of experience in event management, marketing, communications, membership programs, or related field
  • Bachelor's degree in event management, marketing or another related field
  • Deep and current knowledge of event and membership management
  • Excellent interpersonal and communicational skills, both verbal and written
  • Demonstrated leadership, teambuilding, communications, project management and financial management skills
  • Positive attitude, good interpersonal skills, flexibility and commitment to collaboration, customer service, strategy and innovation
  • English fluency

Qualified applicates should submit a cover letter, resumé, and a visual portfolio.

  • No phone calls, please.
  • The Flagler Museum is a smoke-free environment and drug-free workplace. A comprehensive background check will be conducted prior to hire. The Flagler Museum is an Equal Opportunity Employer.

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