Job Description:

Crystal Bridges Museum of American Art explores the unfolding story of America by actively collecting, exhibiting, interpreting and preserving outstanding works that illuminate the American heritage and artistic possibilities. Crystal Bridges museum has been transforming lives through experiences that encourage the discovery of new ideas, expanded dreams and inspired actions.

Crystal Bridges is located on 120 acres of beautiful Ozark Mountain terrain in Bentonville, Arkansas. The Museum opened its doors to the public in 2011. Each year the Museum welcomes over ½ million guests to enjoy the galleries, the trails, the educational programs, and events. A primary driver of the Museum is to provide access to all. The Museum has created extraordinary experiences, as a venue, for weddings, conferences, corporate meetings, family gatherings and a host of other unique events. The Special Events Team recognizes their unique opportunity to introduce the Museum to new guests as a result of an inspiring and invigorating event.

Crystal Bridges is committed to creating an institution that reflects the diversity of our region and nation. We are especially mindful of those in our community impacted by inequity due to ability, language, class, age, gender, religion, sexuality, race and ethnicity, and are working diligently to address perceived and real barriers that keep anyone from fully experiencing the museum as a guest, volunteer, or employee. To achieve a truly inclusive organization that continues to “welcome all” we celebrate the opportunity of recruiting a diverse, and highly qualified team.

Position Summary

The Special Events Coordinator is responsible for supporting the Special Events team with promoting and coordinating private and internal events. This individual will have a proven record of exemplary high-level customer service and have a strong desire to execute highly successful events. This position requires independent judgment as well as project management skills (supervising all event details and the event team during event execution). Required client interaction including in person & virtual client planning sessions& meal tastings as well as heavy email correspondence.

Excellent follow up, time management and organizational skills are required. This position requires proficiency with the Event Management System (EMS) database for scheduling and tracking event details and must be able to multi-task in a fast paced environment while projecting a positive professional attitude. Regular weekend and evening work will be required. The Special Events Coordinator reports to the Special Events Manager and works in collaboration with Culinary Services, Marketing, Facilities, Education, Advancement, Security, Retail, Finance, Membership and Guest Services.

Principal Responsibilities (Essential Functions)

• Design and plan events including private events and as assigned, working within client’s expectations and budget
• Areas of Specialty will include but not limited to: Heavily focused on Weddings, Corporate, Community Engagement, Non Profit, VIP & Stakeholder requests.
• Liaison with service providers and vendors to ensure successful events
• Facilitate any and all pertinent documentation for private and internal events (Banquet Event Orders, third-party rental orders)
• Collaborate with Culinary Services, Education, Advancement, Security and Facilities to ensure events run smoothly and are supportive of the overall mission of Crystal Bridges
• Coordinate with SE Team and other Museum Departments (Culinary, Special Event, IT, Facilities, etc.) as required for event
• Serve as on site coordinator at special events, ensuring that events run smoothly and follow museum guidelines
• Train special event coordinators as well as other internal users as needed
• Follow up with clients after events have taken place to ensure customer satisfaction and cultivation for future events
• Track and report on client progress and event status at team meetings
• Assist Manager in the development of department processes and procedures

Minimum Qualifications

Education, Training, and Traits:

• Minimum three years’ experience in event planning in a hotel/resort, convention center or corporate environment
• Working knowledge of food and beverage services is required
• Valid Driver’s License

Skills and Abilities:

• Highly organized with great attention to detail
• Outstanding customer service skills with excellent follow up
• Ability to work well with public guests and internal personnel
• Experienced Microsoft Word, Excel, and PowerPoint user
• Ability to learn and use EMS software
• Ability to manage resources and time efficiently
• Ability to prioritize multiple projects
• Ability to be flexible and resourceful
• High level of independent judgement, displaying an ability to understand and maintain the highest levels of confidentiality and discretion
• Excellent interpersonal communication and problem solving skills
• Believe in the Museum as a cause for social good and a positive, dynamic force for economic growth

In regard to education and experience, an equivalent combination of relevant education and/or experience will satisfy the minimum requirements.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: In the work environments described below, position requires working at desk/workstation and utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others, walking, standing, lifting/carrying (up to 20 pounds). Vision abilities required by the job include close vision.
• Work Environment: Work will be performed in an office environment and in museum spaces as necessary. The noise level in the work environment is usually low to moderate.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States on your first day of work.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.