Job Description

The Events Coordinator reports to the Director of Development and supports all museum staff by planning, organizing, coordinating and running logistics for all events developed internally at WCMA. The position also supports and coordinates logistics for incoming event requests from community and college partners. This position requires collaboration with several staff members across the museum and the college more broadly.

Program and Event Coordination

• Project manage the organization and logistical execution of on- and off-campus events and programs; this includes but is not limited to: all public programs, student-led programs, development programs, Exploring the Arts, academic year and summer internships for undergraduate and graduate students, and WALLS.

• Coordinate logistics and details for staff parties and other work culture events and programs including: year end gatherings, birthday treats, staff farewells, and staff professional development workshops and activities.

• Create and improve upon processes and systems for the successful project management of WCMA events

• Follow and track the budget for each event; manage receipts and pro-card purchases using online software. process invoices and payment to vendors and presenters; process reimbursements and payment for visiting presenters.

• Coordinate travel, accommodations, schedule, and transportation for all visiting presenters. Serve as a dedicated on-site host during the visit.

• Execute all administrative tasks associated with events including guest lists, RSVP tracking, invitations, event registration, decor, gifts, and name tag creation

• Be the public face of the museum during events, answering inquiries and supporting any visitor needs

Qualifications

• Associate’s Degree plus 2 or more years of relevant experience required, or an equivalent combination of education and experience

• Direct experience planning and executing successful events and programs

• High level of organization and attention to detail

• Strong customer service

• Multitasking and time management skills, working on multiple projects simultaneously with many moving parts

• Ability to take initiative, collaborate with various constituents, and work independently

• Familiarity with the Google Suite (most specifically Google Docs, Google Sheets, and Google Drive folders).

• Excellent written, interpersonal and verbal communication skills; ability to communicate with individuals from diverse background

• Drivers license and access to vehicle preferred

• Occasional evening and weekend work, and travel required

Review of applications will begin on 10/13/24. Salary range is $25-$28 per hour, commensurate with experience.

Employment at Williams is contingent on the verification of background information submitted by the applicant, including the completion of a criminal record check, and education when applicable. Decisions regarding appointments, promotions, and conditions of employment comply with applicable federal or state law prohibiting discrimination based on race, color, sex, national origin, religion, age, disability, marital status, sexual orientation, gender identity or expression, ancestry, or military service.

Beyond meeting fully its legal obligations for non-discrimination, Williams College is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process please feel free to contact us via phone at (413) 597-2681 or email at

hr@williams.edu

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