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Job Listing: Special Events Coordinator - Wedding & Private Events

Job Postings ,

The Mariners' Museum - Newport News, VA

Closes - Open until filled.

Position Title – Special Events Coordinator - Wedding & Private Events

Salary - $40,000/annually

Job Type - Full-Time

To learn more and apply, click here

The Special Events Coordinator is an integral member of the Advancement Department and is responsible for contributing to our overall goals which are to promote The Mariners’ Museum’s mission and to provide engaging experiences for individuals visiting the Museum. The Special Events Coordinator-Weddings & Private Events position is specifically responsible for the success of weddings, school formals, and other similar private events and special occasions. This position shares responsibility for processing inquiries, venue tours, and working any scheduled external and internal events with the Special Events Coordinator- Corporate. Additionally, the Wedding & Private Events Coordinator is the lead for managing relationships with vendors - specifically the Approved Caterers list and Preferred Vendors list. They’re also responsible for managing and tracking the Museum’s alcohol inventory. 

  

This is a full-time, exempt position with a salary of $40,000. Candidates must submit a Cover Letter in order to be considered.

 

Duties:

Special Events Operations

  • Responsible for responding to all rental inquiries (phone, email, walk-in).
  • Responsible for scheduling and completing venue tours.
  • Manage the venue rental packages by creating and refining the Museum’s event offerings. 
  • Serve as the Museum representative for executing all special event venue rentals.

Weddings & Private Events Management 

  • Responsible for managing the planning process for all weddings and private event rentals. This may include:
    • Writing contracts
    • Creating invoices
    • Creating room layouts
    • Coordinating site visits 
  • Communicate special events needs and requirements cross-departmentally. 
    • Including custodial, security, technology, digital services, grounds, etc.
  • Responsible for managing the Approved Caterers and Preferred Vendors list and contracts.
  • Tracks and manages the alcohol inventory and delivers monthly reports to the Finance Department. 
  • Maintain all weddings & private event related data to ensure accurate revenue tracking and reports.

Special Events Capacity Building

  • Participate in select bridal shows, networking events, and sales calls/vendor meetings.
  • Seek to build relationships with local and regional event industry partners.

Support the Advancement Department

  • Assist with the execution of group tours. 
  • Assist with the coordination of stewardship events.
  • Support internal events (meetings, receptions, Museum events).
Requirements

Knowledge, Skills, Abilities:

  • Must be highly organized and detail-oriented with excellent communications skills. 
  • Ability to think strategically, resourcefully, and innovatively, with a positive attitude. 
  • Must be able to work in a fast-paced environment, manage multiple tasks and priorities simultaneously.
  • Maintain working knowledge of local and regional markets, and the wedding + events industry.

Education and Experience:

  • A High School diploma or equivalent is required, a Bachelor's Degree is preferred. 
  • Previous work experience in customer service and/or hospitality is required. 
  • Previous work experience in event management is strongly preferred.

Conditions of Employment:

  • Must be able to pass a background check and drug screen prior to employment.
  • Must be able to consistently work non-traditional hours (nights, weekends, and holidays as necessary).
  • Must be able to travel for local (daylong) meetings and trade shows.