Event Coordinator

Event Coordinator

Department: Development

Reports To: Director of Corporate Partnerships

FLSA Status: Full Time Non-Exempt

The Dallas Holocaust and Human Rights Museum hosts a variety of events that support its mission including external facility rentals donor stewardship events member programs and fundraisers. The Event Coordinator plays a key role in planning coordinating and executing these events while ensuring an exceptional experience for clients donors members sponsors and guests.

We are seeking a highly organized and service-oriented professional who thrives in a fast-paced environment and manages multiple priorities effectively. The Event Coordinator will quickly become knowledgeable about the Museums mission exhibitions programs and event offerings to serve as an informed ambassador. This position interacts regularly with the public key stakeholders vendors and community partners and must consistently demonstrate professionalism attention to detail sound judgment and exceptional customer service.

The position reports to the Director of Corporate Partnerships and works closely with the Development Facilities Visitor Experience and Marketing teams as well as the Museums exclusive caterer and other vendors.

Job Duties:

External Facility Rentals

• Serve as the primary liaison for third-party facility rental clients coordinating communications and event requirements with clients vendors and Museum staff.
• Coordinate event logistics and operational requirements including submitting and managing work orders for audiovisual services facilities custodial and parking as well as requesting staffing security docent and other event support needs.
• Conduct site visits and tours for prospective rental clients and assist with preparing related event documentation.
• Vet requested event dates and schedule through the Museums internal calendar system.
• Coordinate the internal approval process for prospective rental events by collecting relevant client event and sponsor information and submitting materials to Museum leadership for review and approval.
• Serve as on-site event manager overseeing event setup execution and teardown and resolving operational issues as they arise.
• Ensure compliance with Museum policies facility guidelines safety procedures and vendor requirements.
• Prepare client communications maintain event records within the Museum database and track attendance revenue and related metrics.
• Identify opportunities to increase awareness and utilization of Museum event spaces.

Development & Stewardship Events

• Assist the Development Department in planning and executing donor cultivation stewardship membership and fundraising events.
• Coordinate event logistics including invitations registration guest lists catering audiovisual needs staff and volunteer support parking vendor management and event materials.
• Manage RSVP tracking and registration processes ensuring accurate attendance records and timely guest communications.
• Serve as on-site event manager when appropriate overseeing event setup execution and teardown and resolving operational issues as they arise.
• Coordinate post-event stewardship activities including attendance reporting thank-you correspondence and follow-up actions.
• Assist with event budgets expense tracking invoice processing reconciliation and reporting as assigned.
• Support donors sponsors and key stakeholders before during and after events to help create exceptional guest experiences.
• Maintain event records timelines floor plans and other logistical materials for assigned events.
• Support additional Museum programs events and special projects.

Job Requirements:

• Bachelors degree preferred; minimum of two years of experience in event planning or event coordination.
• Demonstrated commitment to exceptional customer service and relationship management.
• Outstanding organizational and project management skills with the ability to manage multiple priorities meet deadlines and adapt in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to collaborate effectively across departments and with external stakeholders.
• Sound judgment professionalism discretion and the ability to handle sensitive and confidential information.
• Strong attention to detail and ability to anticipate and solve problems proactively.
• Interest in working in a museum or nonprofit environment and supporting the Museums mission.
• Experience with Salesforce PatronManager or other CRM/database systems preferred.
• Proficiency in Microsoft Office including Outlook Excel Word and PowerPoint.

Working Environment

Majority of working hours to be spent in the office supporting event planning coordination and administrative responsibilities with occasional remote work opportunities. This position requires attendance at Museum events and facility rentals which frequently occur on weekday evenings and may occasionally take place during daytime hours or on weekends. Event shifts may range from 4 to 10 hours. The position requires extended periods of walking and standing and the ability to lift and transport materials weighing up to 40 pounds.

Competencies:

• Judgment/Decision Making
• Communication Oral and Written
• Organization/Planning
• Business Literacy
• Customer Focus
• Integrity
• Initiative
• Teamwork

Dallas Holocaust and Human Rights Museum Core Values

Respect: We treat everyone with dignity and respect.

Empathy: We understand that people have varied experiences of struggle and triumph and we treat everyone with compassion.

Inclusivity: We value peoples differences and strive to make the Museum accessible to all.

Excellence: We work to perform at the highest possible level in everything we do.

Integrity: We act ethically and transparently.

Courage: We are Upstanders.

The Dallas Holocaust and Human Rights Museum is an equal opportunity employer; we value and strongly encourage a diverse environment.

Applicants please send your cover letter and resume to