BIMA Bash Coordinator

BIMA Bash Coordinator

DEPARTMENT: Cultural & Community

IMMEDIATE SUPERVISOR: Director of Museum Events

STATUS: Hourly Range $26 - $33/hr DOE

HOURS: Part Time Hourly (16 24 hours per week) weekly hours increase temporarily during peak periods non-exempt status

The Bainbridge Island Museum of Art is a non-profit art museum that strongly believes in our mission to inspire curiosity wonder and understanding by connecting people with the contemporary arts and craft of the Puget Sound region. BIMA is dedicated to inclusivity filling our spaces with diverse employees guests and artists. We strive to ensure all voices are heard valued and welcomed into our space regardless of their race color religion gender gender identity or expression sexual orientation national origin genetics disability age or veteran status. These are all elements that play into an individuals uniqueness and here at BIMA uniqueness is celebrated.

The BIMA Bash Event Coordinator plays a critical role in the planning production and execution of BIMAs signature annual fundraising gala The BIMA Bash! As a key member of the Cultural & Community department this position focuses on event production and volunteer coordination.

Working closely with the Director of Museum Events Director Team vendors and volunteers the coordinator manages all production elements such as but not limited to catering décor sound and lighting entertainment rentals and volunteer support. Working to deliver a seamless and memorable guest experience. By ensuring every logistical and operational detail is executed with professionalism and care the Bash Event Coordinator helps realize the broader vision for the gala and ensures that The BIMA Bash reflects the museums mission values and fundraising goals.

Key Duties & Responsibilities

Event Logistics & Coordination

- Support the planning and production of the BIMA Bash auction and gala.

- Coordinate event timelines production schedules and logistical details including catering rentals and venue setup.

- Work with the Museum Events Director on décor design and execution to create a cohesive and engaging guest experience.

- Maintain vendor contracts confirm orders and coordinate deliveries installations and pickups.

- Work closely with the BASH Committee on production guest experience procurement and more.

Volunteer Management

- Work directly with the Volunteer Coordinator to recruit schedule and oversee event volunteers.

- Communicate clearly with volunteer teams provide training assignments and support during the event.

- Assist with managing event committees including décor and hospitality volunteers.

Vendor & Partner Relations

- Serve as point of contact for catering rentals décor vendors and other key event partners.

- Ensure all contracts invoices and logistics are accurate and on schedule.

- Collaborate with staff and vendors during load-in set-up event operations and teardown.

On-Site Event Support

- Provide hands-on support during BIMA Bash as the main point of contact ensuring smooth operations across décor catering rentals and volunteer assignments.

- Troubleshoot and resolve issues quickly and professionally.

- Support staff volunteers and vendors to ensure guest experience is seamless.

Post-Event Follow-Up

- Assist with event wrap-up art pick up vendor reconciliation and volunteer recognition.

- Support documentation of event logistics and lessons learned for future planning.

Other Duties As Assigned

CANDIDATE QUALIFICATIONS:

- 2 years of event planning coordination or related experience (nonprofit or fundraising events preferred) including experience producing large-scale events.

- Experience managing vendors and contractors.

- Proficient in auction software Asana Excel budgeting and planning tools with experience in nonprofit fundraising systems such as Salesforce Raisers Edge and Greater Giving.

- A valid drivers license proof of insurance and access to a reliable personal vehicle is required for work-related travel.

- Self-motivated organized and a great communicator.

- Experience working with a variety of individuals at every level of management.

- Experience being a strong and supportive manager to their team providing them with the tools and information they need to succeed.

- Ability to juggle competing deadlines maintain professionalism and grace under pressure or in the face of unexpected challenges or changes.

- Flexibility and willingness to find creative solutions or compromises that advance the overall goals of BIMA.

- Experience in outreach and relationship-building with businesses and individuals.

- Maintain a cordial and respectful relationship with others set a strong positive example for others.

COMPENSATION SCHEDULE & BENEFITS:

- Compensation: $26 - $33/hour DOE

- This position is primarily onsite with the possibility of remote work subject to supervisor approval.

- Employee Assistance Program.

- Sick time.

- Patron Level membership to BIMA.

- A travel stipend is offered to those that live off-island to help offset commute expenses.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.