Event Coordinator
Job Description
The Events & Programs Coordinator plans and produces high-profile, large-scale experiences that advance the Museum's education, science, and history mission at a national level. The position owns museum-produced events from start to finish, from concept and budget through execution and post-event analysis. It combines corporate event production skills, such as budgeting, vendor management, brand experience, and stakeholder engagement, with the chance to serve a nationally recognized museum.
The coordinator turns the Museum's mission and stories into well-attended, well-run experiences. These include flagship events like the Einstein Gala (New Mexico's Biggest Science Party) and Nuclear Science Week (an international celebration), plus a diverse portfolio of member, donor, corporate, and community events. The position works directly with the Director of Development & Communications, senior leadership, sponsors, and the Board of Trustees. This position manages the event process from start to finish, including planning, budgets, vendors, and timelines.
As an integral member of the Development & Communications team, the coordinator ensures every event supports fundraising, donor engagement, brand visibility, and public outreach goals, and that every event is promoted and added to the shared calendar.
The position works as a peer to the Facility Rental Coordinator to keep scheduling efficient and ensure a consistent guest experience across museum-hosted and rental events. The two coordinators also serve as backups for each other.
The coordinator also serves as a key liaison to the Board of Trustees, coordinating meetings, events, and special initiatives.
Reports to the Director of Development & Communications.
KEY RESPONSIBILITIES
- Flagship events
- Produce the Einstein Gala and Nuclear Science Week from concept through post-event analysis.
- Manage flagship budgets, timelines, vendors, and contracted production partners.
- Event planning
- Plan member events, classic museum events, special days, and community programs.
- Build timelines, run-of-show documents, budgets, and floor plans.
- Donor, sponsor, and fundraising events
- Assist the Director of Development & Communications in producing donor, cultivation, and fundraising events.
- Assist in outlining sponsor benefits, recognition, and deliverables for sponsored events.
- Manage guest lists, RSVPs, and post-event follow-up data.
- Partner and corporate events
- Coordinate co-hosted events with community and institutional partners.
- Plan museum-hosted corporate and community engagement events.
- Confirm roles, costs, and logistics in writing with each partner.
- Board of Trustees liaison
- Coordinate board meetings, board events, and special initiatives with the President & CEO and senior leadership.
- Prepare logistics and materials for board-related gatherings.
- Marketing coordination
- Supply event details to MarCom on the agreed calendar.
- Support promotion.
- Day-of operations
- Be on site for every museum event, or arrange coverage through the shared on-site rotation.
- Coordinate setup, AV, facilities, security, and front-of-house needs.
- Peer backup and coverage
- Serve as the designated backup for the Facility Rental Coordinator, in coordination with that peer role, during absences, schedule conflicts, and peak periods.
- Stay cross-trained on rental procedures, client files, and templates so coverage is seamless.
- Share the evening and weekend on-site rotation with the Facility Rental Coordinator.
- Volunteer/Security requests
- Submit event volunteer needs through the volunteer & community outreach manager's process.
- Submit security requests through the Director of Exhibits & Facilities
- Do not recruit, schedule, or direct volunteers outside that process.
- Evaluation
- Track attendance, revenue, and feedback for each event.
- Recommend what to keep, change, or retire annually.
MEASURES OF SUCCESS
- Attendance and ticket or registration revenue against goal
- Sponsorship revenue and sponsor retention for flagship events
- Member and donor participation and satisfaction
- Events delivered on time and on budget
- Board meetings and events delivered smoothly and on schedule
- Event details delivered to MarCom on schedule
GENERAL RESPONSIBILITIES
- Provide excellent internal and external customer service at all times
- Strong organizational skills, with the ability to manage multiple deadlines and work independently
- Advanced writing and editing skills
- Attention to detail paired with the ability to think strategically
- Maintain clear communication with internal teams and external partners
- Attend required staff meetings and collaborate across departments
- Full-time, 40 hours per week; schedule includes evenings, weekends, and non-standard hours based on events
- Ability to lift and move up to 25 pounds
- Ability to assist with physical setup and teardown of event spaces, including tables and chairs
REQUIRED QUALIFICATIONS
- 3+ years of experience in event management, corporate events, hospitality, experiential marketing, or related fields
- Bachelor's degree from an accredited university, or equivalent experience
- Experience working in a results-oriented environment
- Proven success managing multiple events, budgets, vendors, and timelines simultaneously
- Strong project management skills
- Professional communication and stakeholder management skills
- Comfort working with senior leaders, sponsors, and high-profile guests
- Confidence leading events and making decisions in real time
- Proficiency with Microsoft Office; experience with Bloomerang CRM a plus
- Experience working with executive stakeholders, clients, sponsors, or boards is highly valued
- Nonprofit or museum experience is welcome but not required
Salary and Benefits: This full-time, hourly, non-exempt position includes major medical, dental, vision, and 401(k) retirement savings program benefits. Salary: $40,000 per year.
HOW TO APPLY
Send a cover letter, current resume, and three references to the National Atomic Museum Foundation, Attention: Director of Development & Communications
The National Museum of Nuclear Science & History is an equal opportunity employer.
Facility Rental Coordinator
The Facility Rental Coordinator owns and grows the Museum's facility rental program, from first inquiry through final invoice. The position serves as the single point of contact for every rental client and delivers an exceptional experience at each event. It combines client cultivation, sales, event coordination, and operations to support the Museum's mission and financial goals.
The coordinator uses the Museum's unique venue to attract diverse events, increase community engagement, and drive revenue that supports educational programming and the Museum's visibility. The position actively develops new business through research, networking, cold calls, and community outreach, while protecting the Museum's spaces, collections, and reputation.
As an integral member of the Development & Communications team, the coordinator works as a peer with the Events & Programs Coordinator to keep scheduling efficient and the guest experience consistent across rental and museum-hosted events. The two coordinators also serve as each other's backup, including support for flagship events like the Einstein Gala.
Comfort with technology is essential. The role coordinates hybrid corporate events, manages virtual meeting platforms, and maintains accurate data systems.
This position has no supervisory responsibilities. It manages the end-to-end rental process, including sales, contracts, vendors, and day-of logistics.
Reports to the Director of Development & Communications.
Essential Job Functions
- 1. Sales and business development
- Recruit new rental prospects through research, networking, cold calls, and community outreach to meet rental goals.
- Respond to rental inquiries promptly and track every lead.
- Lead site tours for prospective clients.
- Booking and contracts
- Prepare quotes and contracts using approved rates and templates.
- Maintain the rental client database and the shared calendar.
- Client management
- Serve as each client's single contact from booking to wrap-up.
- Confirm event details, timelines, floor plans, and headcounts.
- Collect post-event feedback.
- Financial administration
- Process deposits, invoices, and final payments with Finance.
- Track rental revenue against annual goals.
- Maintain certificates of insurance and signed agreements.
- Vendor coordination
- Serve as the primary contact for caterers, liquor providers, security, entertainment, florists, and AV for rentals.
- Manage the approved caterer and vendor list.
- Make sure vendors follow museum policies on access, load-in, and collection safety.
- Day-of operations
- Be on site for every rental, or arrange coverage through the shared on-site rotation.
- Design floor plans and coordinate setup, teardown, facilities, and security needs.
- Set up and troubleshoot technology for hybrid and virtual events.
- Handle issues and close out the space after the event.
- Marketing and growth
- Work with MarCom on rental marketing, print materials, listings, and the rental web page.
- Represent the Museum at community and outreach events to promote rentals.
- Recommend pricing and package updates annually.
- Peer backup and coverage
- Serve as the designated backup for the Events & Programs Coordinator, in coordination with that peer role, during absences, schedule conflicts, and peak periods.
- Support member events and flagship fundraising events such as the Einstein Gala.
- Share the evening and weekend on-site rotation with the Events & Programs Coordinator.
- Volunteer/Security requests
- Submit any event volunteer needs through the volunteer & community outreach manager's process.
- Submit security requests through the Director of Exhibits and Facilities
- Do not recruit, schedule, or direct volunteers outside that process
MEASURES OF SUCCESS
- Annual rental revenue against goal
- Inquiry response time and inquiry-to-booking rate
- Client satisfaction and repeat or referral bookings
- Clean contracts, on-time payments, and no policy violations
General Responsibilities
- Always provide excellent internal and external customer service
- Strong organizational skills, with the ability to juggle multiple events in various stages of planning and execution
- Strong problem-solving skills and quick turnaround solutions under pressure
- Strong written and verbal communication skills, including composition and presentation
- Ability to work with a wide range of clients in a diverse community
- Attend required staff meetings and collaborate across departments
- Full-time, 40 hours per week; schedule includes evenings, weekends, and non-standard hours based on events
- Ability to lift and move up to 25 pounds
- Ability to assist with physical setup and teardown of event spaces, including tables and chairs
REQUIRED QUALIFICATIONS
- 2+ years of experience in event sales, venue rentals, catering, hospitality, or a related field
- Demonstrated success in customer relations, sales, and marketing
- College degree or equivalent experience
- Experience working in a results-oriented environment with measurable goals
- Strong contract-handling skills and attention to detail
- Ability to design event floor plans and coordinate logistics with caterers, liquor providers, florists, and other vendors
- Tech-savvy, with the ability to troubleshoot hybrid and virtual event setups on the spot
- Proficiency with Microsoft Office and data management software; experience with Bloomerang CRM a plus
- Self-directed and comfortable working without a direct supervisor on site
- Nonprofit or museum experience is welcome but not required
Salary and Benefits: This full-time, hourly, non-exempt position includes major medical, dental, vision, and a 401(k) retirement savings program. Salary: $40,000.
Application: Interested persons should send a cover letter, current resume of experience, plus three references to the Director of Development & Communications
The National Museum of Nuclear Science & History is an equal opportunity employer.