Event Sales and Operations Manager

Position Title: Events Sales & Operations

Reports to: Sr. Manager Guest Services and Retail

Classification

Type: full-time non-exempt position

Schedule: This is a full-time non-exempt position. The schedule may vary based on museum operations and event needs and will include regular weekend availability occasional evenings and support for special events rentals and peak attendance periods.

Salary: $39500-$48000

Scott Family Amazeum Overview

The Scott Family Amazeum is a hands-on interactive museum in Northwest Arkansas and recognized as a 501 (c)(3) non-profit organization. We create a fun environment where risk taking imagining problem solving discovery collaboration and exploration bring children and adults together to learn and grow.

Core Purpose: The Amazeum exists to spark and nurture the curious and creative spirit in all of us.

Through experiences with the Amazeum individuals and the community are engaged in building relationships and developing identities as creative curious and innovative shapers for the region. Learning at the Amazeum is an active playful exploration that inspires curiosity. It is rooted in inquiry-based discovery and involves an element of risk. Hands-on learning opportunities allow guests to exercise critical thinking in the context of play.

The Amazeum facility includes approximately 50000 square feet of indoor space and one acre of outdoor exhibition and activity space. The museum is located at the intersection of Museum Way and J Street in Bentonville AR.

Position Summary

The Event Sales & Operations Manager is responsible for growing and managing the Amazeums event business through active client development relationship-building event planning and day-of execution. This role is equal parts sales coordination and hands-on operations.

This role owns the full event process (from initial inquiry and booking through planning and event day) and serves as a kay point of coordination across external contacts and internal teams. While this position does not have dedicated event staff it works closely with teams across the museum to bring events to life. Success in this role depends on strong communication follow-through and actively supporting both planning and planning and hands-on events.

There are no direct reports in this role so success depends on strong collaboration clear communication effective planning and a willingness to step in wherever needed. The idea candidate is someone who is comfortable generating new business building lasting client relationships and being hands-on to ensure events run smoothly.

Essential Functions

Sales and client development

• Proactively identify pursue and develop new event clients including corporate groups nonprofits schools community organizations and family celebrations.
• Own and lead event sales strategy including setting goals identifying target markets and driving outreach efforts that grow revenue and expand the Amazeums client base.
• Actively grow event revenue by building a pipeline of new business and converting inquiries into confirmed booking.
• Develop refine and implement event packages pricing strategies and add-on offerings that balance revenue growth with an exceptional mission-aligned guest experience.
• Respond to event inquiries in a timely professional and welcoming manner.
• Conduct tours discovery calls and planning meetings with prospective and confirmed clients.
• Build client relationships that lead to repeat business and positive word-of-mouth.

Event planning and coordination

• Serve as the primary liaison for assigned clients from inquiry through event completion.
• Prepare event details timelines room diagrams setup instructions and internal communication documents.
• Clearly communicate event needs across departments including Guest Services Guest Experiences Retail Marketing Exhibits Custodial and any other supporting teams.
• Guide clients through museum policies timelines expectations and available options.
• Track deadlines approvals logistics and final details to ensure events are well organized and operationally sound.
• Manage the full event financial lifecycle including creating estimates issuing invoices tracking payments and partnering with Accounting to ensure accurate reconciliation and timely collection.
• Own event readiness by confirming all details resolving gaps and ensuring teams have what they need to execute successfully.

Cross-departmental collaboration

• Work closely with internal teams to ensure event readiness and strong guest experience from start to finish.
• Coordinate staffing support for events by partnering with managers and part-time team members across the museum as needed.
• Build strong internal working relationships so events are integrated smoothly into daily museum operations.
• Communicate changes quickly clearly and respectfully in a way that supports teamwork and shared success.

Hands-on event operations

• Personally assist with event setup teardown room flips furniture movement table and chair placement signage and other physical event needs.
• Monitor event spaces before during and after events to ensure safety cleanliness readiness and hospitality.
• Troubleshoot day-of issues calmly and in real time.
• Help ensure events are executed to Amazeum standards even when plans shift.
• Serve as an on-site event lead for assigned events including evenings and weekends as needed.
• Adjust quickly to changing event needs and support the team wherever needed during execution.

Guest experience and operational excellence

• Ensure each event reflects the Amazeums values and creates a welcoming memorable experience for clients and guests.
• Support a culture of hospitality flexibility and solution-oriented service.
• Help identify improvements to systems workflows communication tools and event operations.
• Participate in planning meetings and other museum operations meetings as needed.

General Duties

The responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position. The Amazeum reserves the right to revise or change position duties and responsibilities as necessary to accommodate changing organizational needs.

Minimum Requirements:

• Bachelors degree or combination of education and relevant experience that demonstrates the ability to perform the core responsibilities of the role.
• 2 years of experience in event sales event operations hospitality venue rentals client services or a related field.
• Demonstrated success converting inquiries into bookings and supporting revenue generation. Demonstrated ability
• Experience working in a fast-paced highly collaborative and guest-focused environment.
• Excellent interpersonal written and verbal communication skills with the ability to build trust with both clients and internal teams.
• Highly organized with strong attention to detail and consistent follow-through.
• Proven ability to manage multiple events and competing priorities simultaneously while maintaining a high level of service.
• Ability to work independently while collaborating effectively across departments to support shared goals and successful event execution.
• Demonstrated experience with hands-on event setup breakdown and operational execution in a fast-paced event environment.
• Experience working in event or guest-facing environments that require quick adjustments problem-solving on the fly and adapting to changing needs.
• Proficiency with Microsoft Office or Google Workspace; ability and willingness to learn CRM booking or event management systems.
• Availability to work a flexible schedule including evenings weekends (both Saturday and Sunday) and occasional early mornings.

All applicants must be able to:

• Provide the necessary documentation to prove that you are a U.S. citizen permanent resident or a foreign national with authorization to work in the United States
• Complete and pass a background check

Physical Requirements

• Ability to stand walk and move throughout event and museum spaces for extended periods (often 68 hours).
• Ability to lift and carry up to 40 pounds regularly and assist with heavier items (tables chairs equipment) as needed.
• Ability to push and pull carts dollies and loaded event equipment across varying surfaces.
• Ability to bend kneel squat reach overhead twist and perform repetitive physical tasks associated with event setup and breakdown.
• Ability to work in a fast-paced high-energy environment with frequent interruptions and shifting priorities.
• Ability to work in both indoor and outdoor environments including varying temperatures noise levels and large crowds.
• Ability to operate basic event and AV equipment and complete detailed setup tasks requiring fine motor skills and attention to detail.
• Ability to safely move between multiple buildings and spaces across the museum campus during active operations and events.
• Ability to travel between museum campuses and an offsite warehouse and assist with retrieving transporting and organizing event supplies and equipment.
• Ability to work occasional off-site events at external venues including adapting to different spaces setup conditions and operational requirements.

Preferred Skills:

• Experience coordinating birthday parties corporate events or community-based events in a hands-on working in museums educational organizations nonprofits or family-focused venues.
• Experience coordinating with external vendors such as catering rentals AV or event service providers..
• Bilingual ability (English/Spanish preferred) with the understanding that language skills may be used occasionally to support guest and event needs.

How to apply

Submit your completed Amazeum application your resume and cover letter via the Amazeum Career Portal.