DEPARMENT: Special Events
TYPE: Full-time (Exempt)
The Special Events Production Coordinator plays an integral role in assisting The Bass fulfill its mission of sharing contemporary art through experiences that excite, challenge, and educate, via small and large events. S/he is responsible for producing successful internal and external events for clients who want to experience the museum in a private setting.
The Special Production Coordinator will be proactive, organized, detail orientated, self-driven and motivated, in addition to demonstrating effective client-facing communication skills both verbal and written. This position requires flexibility to work on weekends, early mornings, and/or late evenings as necessary. The full-time exempt position reports to the Special Events Manager.
Coordinate and execute events, as needed, to include but not limited to support in the following areas:
- Setup/breakdown of in-house furnishings in preparation for load-in/out of rentals, when needed
- Setup/breakdown of in-house Audio/Visual; troubleshoot as needed
- Vendor management (I.e., source products, request quotes, manage load-in/out schedule and loading dock, invoicing/payments, COI requests, etc.)
- Coordinate/manage support staff assigned to events (security, janitorial, guest services, volunteers, etc.)
- Assist venue rental clients with all production related questions and update BEO as needed to reflected changes
- Assist with client onboarding and procurement/archiving of event related documents (e.g., BEO’s, contracts, ancillary agreements, riders, insurance certificates, permits, and other event documentation as needed)
- Conduct post-event inspection for damages and insurance claims
- Assist with talent management (I.e., collect contracts, invoice documentation, promo assets, greenroom setup and rider fulfillment, etc.)
- Program digital signage and/or place physical signage for event wayfinding
- Capture images and data as needed for post-event recap reports
- Assist with venue tours and client site visits as needed
- Administrative tasks include scanning, archiving, event supplies inventory management and organization
- Assist with event calendar management to ensure all calendars are up-to-date and synched
- Assist with CRM software updates as needed (TripleSeat, Altru)
- Assist with other related tasks as needed
QUALIFICATIONS & DESIRED SKILLS
- Some college preferred
- 1-2 years of experience in event planning and production required. Hotel, restaurant, or other hospitality history is a plus
- Event industry knowledge
- Resourceful, self-driven, proactive, and strategic problem-solver
- Exceptional written and verbal communication skills; good presentation skills
- Outstanding follow up skills and attention to detail is a MUST
- Strong organizational and project management skills
- Strong computer and database management skills
- Software knowledge: Microsoft Office Suite (Powerpoint, Teams, Planner), ALTRU, FinancialEdge, AllSeated, Tripleseat, DocuSign, Zoom, StreamYard)
- Experience with production/technical operations and services
- Must be able to move furniture, boxes, other event supplies, when needed
- Flexible schedule is required to work late nights and weekends
- Fluency in Spanish and/or French language a plus
Please submit cover letter, resume, and references to Grace Castro, Special Events Manager, EM: [email protected].
No phone calls or walk-ins. Due to the high volume of applications received, we are unable to respond to individual inquiries. If your qualifications and experience match the needs of the current opening, potential candidates will be contacted for an interview.
The Bass Museum of Art offers a competitive salary and benefits package. The Bass is an equal opportunity employer and considers all candidates for employment regardless of race, religion, color, gender, age, national origin, creed, disability, marital status, sexual orientation or political affiliation.