Coordinator, Events & Rentals (Part-Time)

This part-time position is responsible for managing all of the Museum’s outside rentals, from large-scale weddings and corporate meetings to intimate dinners and birthday parties. The position will serve as the primary liaison, fielding all inquiries, meeting with prospects and clients, negotiating contracts and logistics, coordinating with HRM staff, and overseeing events onsite.

The Hudson River Museum is a unique venue for events of all sizes, with a fusion of modern and historic architecture and a variety of spaces, including a large ballroom, a lobby and courtyard, outdoor amphitheater, a variety of classroom spaces, and a boardroom. Rental clients can augment their experience with access to our exhibition galleries, a customized star show in our state-of-the-art planetarium, and a tour in our Gilded Age historic home.

As we look to grow our rentals program, this position requires a detail-oriented and proactive individual who enjoys engaging with the public, has a strong event-planning background, and the ability to coordinate and plan with a variety of vendors and representatives. Must have a flexible schedule; work for events on weekends and evenings is required. Approximately 20 hours per week; $24-$27 per hour.

Key Responsibilities:

• Responds to all rental inquiries, meets potential clients for walkthroughs of space(s), manages availability, and prepares and finalizes contracts
• Manages all aspects of event execution with internal staff and contracted vendors, including catering, production, entertainment, security, parking, and patron services
• Works with Facilities team to ensure spaces are rental-ready
• Builds and adheres to an event planning timeline
• Works with the Marketing & Communications Department on promotion and outreach of rental offerings
• Creates and implements strategies to meet goals for event rental revenue
• Provides turnkey service and planning guidance to event rental clients while identifying the needs of each event and ensuring customer satisfaction
• Manages and oversees events on the day of the event, including event set-up, communication with HRM staff, organizing vendors, anticipating and troubleshooting any emerging issues, and managing load-out and follow-up.
• Ensures compliance with all health and safety obligations, and permits for all events

Education, Experience and Skills

• Bachelor’s degree preferred
• 2-3 years professional event planning experience; track record of managing events of various scales
• Excellent organizational skills; must be highly organized, detail-oriented, and comfortable prioritizing and meeting deadlines
• Strong and polished interpersonal skills, a proactive, collaborative style, and a sense of humor and graciousness
• Must be proficient in OS and Google Suites, and other event planning and meeting scheduling software essential for coordinating and executing successful events
• Must have a flexible schedule; onsite work for events on weekends and evenings is required

Benefits:

• Discount in the Museum Gift Shop
• Hudson River Museum ID card, which provides free access to many museums
• Standard worker’s compensation, short-term disability and unemployment insurance.

HRM provides paid sick leave (“PSL”) in compliance with New York State’s Permanent Paid Sick Leave law providing 1 hour of PSL per 30 hours worked for part-time employees.