Coordinator, Events (Butterfly House)

Summary: As a member of the Butterfly House Special Events Department, the Events Coordinator plans, organizes, and facilitates events. The Coordinator, Events BH promotes private events including communicating with clients, giving tours, and finalizing contracts; serves as the "day of coordinator" for weddings, receptions, corporate functions, etc.; facilitates crafts and games during children's birthday parties as a party host; coordinates all logistical aspects of assigned public events for both family and adult audiences; uses Tessitura to schedule event performances and manage constituent records, in addition to the Butterfly House facilities.

Essential Duties and Responsibilities:

• Responsible for organizing and coordinating revenue-generating events
• Supports and coordinates all aspects of private and public events, as assigned (Private events may include: weddings, receptions, corporate functions, Celebration of Life, etc. Public events may include adults-only and family audience events) including scheduling, contracts, and "day of" on-site management.
• Supports client, vendor, and subcontractor coordination.
• Completes bookings and facilitates activities for children's birthday parties as the "day of" party host.
• Serves as a Tessitura system administrator to schedule event performances, manage constituent records, facility management, and internal meetings for the Butterfly House Team.
• Supports the booking and "day of" facilitation of one-hour private rentals (engagements, photography sessions, Conservatory wedding ceremonies, etc.).
• Manage assigned event inventory.
• Supports content on Butterfly House social media platforms including Facebook, Instagram, Twitter, etc.
• Maintains event-related data in Excel.
• Budget management in Unit4.
• Solicits, tracks, and manages in-kind donations.
• Oversees and responsible for events equipment set-up and tear-down; including tables/chairs.
• Maintains event facilities and storage areas in a clean and organized manner.
• Operates sound system as needed.
• Assists BH Project Leads for Entomology/Education mission Events.
• Conducts cross-divisional communication with the Garden and its divisions.
• Accountable for accurate record keeping and event meeting minutes.
• Tracks, compiles, and documents event expenses.
• Manages the preparation of vendor contracts.
• Conducts research needed to assist all aspects of future events.
• Coordinates sustainability efforts at all events.
• Serves as Manager on Duty when designated.
• Ensures that all applicable safety standards are followed; informs students/volunteers of safety guidelines and safe working practices and routinely monitors to enforce them. Adapts or modifies work methods to reduce hazards. Reports all accidents, injuries, and near-miss accidents immediately.
• Meets expected attendance guidelines.
• Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork and collaboration, within our division and throughout the Garden, with co-workers, supervisors/managers, volunteers, visitors, and employees.
• Performs other duties as required.

Supervisory Responsibilities:

None. May provide oversight and guidance for contract staff, volunteers, and interns; may train and/or assign projects to part-time Event Assistant when appropriate.

Competencies:

• Communication: Combines listening skills, verbal and written communication skills, and visitor relation skills.
• Collaboration: Incorporates teamwork, mutual respect, active engagement, cooperation, and visitor focus
• Accountability: Initiative to take ownership of responsibilities, the ability to prioritize, and the working knowledge and skills to take action.
• Problem Solving: Blends problem-solving skills, judgement, and decision-making skills along with creativity and resourcefulness.
• Stewardship: Merges the practical application of the Garden values and support for a positive organizational climate.

Qualifications/Experience:

• Minimum 3-5 years related experience, relative to coordinating events in cultural institutions or the hospitality industry.
• Prior work experience in guest relations/customer service work.

• Familiarity with the Butterfly House or Garden is a plus.

• Must be a self-starter.
• Thorough understanding and knowledgebase of audiovisual equipment preferred.

• Strong attention to detail and accuracy.
• Excellent written and oral communication skills.
• Solid Internet research skills.
• Ability to multi-task; ability to stay task-focused in an open environment.
• Flexible schedule and attitude, with weekend, nights, and holiday timeframes.
• Demonstrated effectiveness in leading planning teams with community representatives.

• Demonstrated project management and communication skills.
• Creativity and flexibility.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• Bachelor's degree in event management, hospitality, business, marketing, or similar required.
• An equivalent combination of skills, education, and experience may be considered.

Other Skills and Abilities:

• Proficient knowledge of Microsoft Office suite.
• Ability to learn Tessitura

Language Skills: Ability to communicate effectively in English (oral and written).

Mathematical Skills:

• Proficient college math aptitude - Requires ability to perform addition, subtraction, multiplication, and division; calculate percentages and decimals, etc.
• Ability to comprehend and assist in developing project budgets.

Reasoning Ability: This position requires the ability to exercise independent judgment in handling unpredictable customer service situations (that may arise with visitors, vendors, or coworkers).

Computer Skills: Microsoft Word, Excel, and Access (or similar database management program) required; PowerPoint a plus.

Certificates, Licenses, Registrations: Valid driver's license and clean driving record prior to employment.

Physical Demands:

• Ability to lift 30-50 lbs. (i.e.: load, unload and move supplies and equipment, set up and teardown of the table, chairs, and exhibits)
• May be required to perform tasks at varying heights (i.e.: use step stools, climb ladders, etc.)
• Requires standing, walking, bending, stooping, and reaching for extended periods of time - 75% or more of the workday many be standing on feet.
• Requires speaking and interaction with people.
• Ability and willingness to work in varying temperatures and all-weather conditions, in both daylight and evening hours.
• Ability to utilize computer keyboard (typing).

Work Environment:

• Comfortable working in immediate proximity to the general public, in a safe and friendly manner, answering general questions regarding the Butterfly House and MBG's operations, events, facilities, etc., and elementary questions regarding butterflies and other insects.
• Comfortable working around invertebrates (including insects, arachnids, and arthropods).
• Ability to work in a fast-paced, team-oriented environment.
• Indoor open office setting, shared by multiple staff.
• May be require working indoors and outdoors throughout the day in all seasons - (i.e.: in temperatures over 100 degrees F, as well as temperatures below 0 degrees F, in the rain, snow, and other inclement weather conditions as needed).
• Comfortable assisting with large visitor crowds.
• Conservatory temperatures of 100 degrees F or more, very humid conditions.
• Adhere to all dress codes, including closed-toed shoes.

Contacts with Individuals/Organizations inside/outside the Garden: Members of various divisions throughout the Garden; volunteers; vendors; executive staff; exhibitors, and the like.

Supervisor (title not person): Visitor Operations Manager, Butterfly House

• Butterfly House, 15050 Faust Park, Chesterfield, Missouri, United States of America