Social Events Coordinator

About Friends of the NC Museum of Natural Sciences:

The Friends of the NC Museum of Natural Sciences (Friends) is a nonprofit organization whose purpose is to support the NC Museum of Natural Sciences (Museum). All Friends activities serve the broader goal of helping the Museum illuminate the natural world and inspire its conservation. 

As admission to the Museum and its satellite locations is free, Friends relies upon a combination of earned revenue (generated from the Museum Store, Café, WRAL 3D Movie Theater, special events, exhibitions, and programs), as well as contributed income (generated through Museum Membership and philanthropic support) to make possible the activities that bring our Museum to life.

Position Summary: 

The Social Events Coordinator supports the Museum Rentals Manager in overseeing the facility rental program, ensuring smooth event operations, excellent client service, and efficient coordination with a focus on weddings and other social events. This role is responsible for assisting in event execution and maintaining rental operations to align with the Museum’s mission and strategic goals.

Duties/Responsibilities: 

Sales & Marketing

We are looking for a highly motivated, self-starter to sell and manage social events for NCMNS

• Develop and maintain a strong pipeline of potential clients.
• Identify client needs and provide tailored solutions to secure new business.
• Conduct venue tours for potential wedding and social event clients, providing detailed information about available options in line with Museum guidelines.
• Respond to inquiries quickly and professionally, converting leads into new business.
• Develop and maintain strategic relationships with wedding vendors to drive referrals and repeat business.
• Experience with wedding marketing platforms such as Here Comes the Guide, WeddingWire, Zola, and TheKnot.

Process Management
We are looking for a detail-oriented individual who is accurate and efficient in managing day to day processes

• Ensure payment processes are accurate, secure, and efficient.
• Maintain organized records of contracts, payments, and event details.
• Coordinate with internal departments and external vendors to ensure proper event setup and services.
• Manage rental assets and supplies inventory under the guidance of the Rentals Manager.

Event Operations & Logistics
We are looking for an individual who thrives in a fast-paced environment and can maintain a calm demeanor with clients even in the midst of stressful activities.

• Serve as the primary contact for wedding and social rental events leading up to and including the event day.
• Use a mixture of analysis, experience and judgement to make quality decisions in a timely manner even under tight deadlines and pressure.
• Effectively plans and prioritizes throughout the oversight of set-up, execution and breakdown activities.
• Is solution oriented and able to provide viable suggestions and solutions when working with clients.
• Resolve issues promptly during events to ensure client satisfaction.
• Report attendance, damages, and other updates to the Rentals Manager as needed.

Deliver Best-In-Class Guest Experience

We are looking for someone who is focused on exceeding their clients’ expectations.

• Set high standards for customer service and place a priority on meeting them
• Proactively anticipate needs and prep accordingly
• Work with all vendors on service excellence ensuring that value is always being delivered to the client

Other Responsibilities

• Incorporate environmentally sustainable practices in event operations.
• Participate in professional development opportunities to stay updated on industry best practices.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required for the position. All employees may have other duties assigned at any time.

 

Physical Requirements:

• Prolonged periods of standing and walking.
• Must be able to lift and carry up to 30 pounds.
• Frequent bending and reaching for event setup.
• Ability to focus on detailed work, such as reading contracts or viewing digital systems.
• Strong interpersonal and communication skills, with the ability to engage diverse stakeholders.
• Proficient in event management software and Microsoft Office Suite; experience with Pipedrive preferred.
• Exceptional organizational skills, with keen attention to detail and the ability to manage multiple tasks and deadlines.
• Ability to work evenings, weekends, and holidays as needed for event execution.
• Ability to represent Friends and the Museum in a friendly and enthusiastic manner.
• Associate’s degree in Event Management, Hospitality, Business, or a related field preferred.
• Minimum of 1-2 years of experience in venue rentals, event management, or a related area.
• Supervisory experience is preferred.
• Experience in a nonprofit organization is highly valued.

Required Skills/Abilities:

• Strong interpersonal and communication skills, with the ability to engage diverse stakeholders.
• Proficient in event management software and Microsoft Office Suite; experience with Pipedrive preferred.
• Exceptional organizational skills, with keen attention to detail and the ability to manage multiple tasks and deadlines.
• Ability to work evenings, weekends, and holidays as needed for event execution.
• Ability to represent Friends and the Museum in a friendly and enthusiastic manner.

Education and Experience: 

• Associate’s degree in Event Management, Hospitality, Business, or a related field preferred.
• Minimum of 1-2 years of experience in venue rentals, event management, or a related area.
• Supervisory experience is preferred.
• Experience in a nonprofit organization is highly valued.