2025 Avant Garden Coordinator (2025)

The Walker Art Center empowers people to experience the transformative possibilities of the art and ideas of our time and to imagine the world in new ways. In our over 125-year history, we have become one of the most celebrated art museums in the country and we are known for our innovative presentations and acclaimed collections of contemporary art across the spectrum of the visual, performing, and media arts.

Reporting to the Director of Major Giving and Institutional

POSITION SPECIFICS

• Part‑time (20–30 hours per week, with progressive frequency leading up to the Avant Garden event)
• Hourly rate: $25.00 per hour minimum compensation
• Temporary assignment: ASAP August – October 2025

JOB SUMMARY

Reporting to the Director of Benefit Events, the Temporary Avant Garden Event Coordinator provides critical creative production, logistical, and administrative support for the Walker Art Center’s annual benefit event Avant Garden on Saturday, September 20, 2025. The Coordinator directly supports the Director of Benefit Events and Creative Production Consultant, and partners with staff across multiple departments, including Development, the Executive Director’s Office, the Visual Arts curatorial team, Registration, Exhibition Installation, Event Production, Marketing, Finance, and Visitor Services, among others. This position also works closely with vendors, contractors, and other external partners critical to deliver a seamless, mission‑forward guest experience that meets revenue goals and elevates donor and sponsor engagement.

RESPONSIBILITIES

I. Committee Administration Support

• Coordinate the Committee confirmations, reminders, and follow‑up emails.
• Coordinate Avant Garden committee calendar: schedule meetings, secure rooms/Zoom links, prepare and distribute materials.
• Record detailed minutes, capture decisions and action items, and circulate within 48 hours.
• Track follow‑up tasks and communicate to internal team; send reminders and update progress.
• Maintain organized committee files on the departmental shared drive.

II. Creative and Event Production & Logistics Support

• Coordinate production timelines, floorplans, run‑of‑show documents, vendor checklists, and staffing plans.
• Serve as an interdepartmental point person to gather input, troubleshoot issues, and ensure alignment on décor, A/V, catering, and experiential activations.
• Compile and distribute weekly status updates to internal stakeholders; flag risks and escalate time‑sensitive needs.
• Assist with vendor load‑in/load‑out, volunteer coordination, and on‑site problem‑solving during installation, event night, and de‑installation.

III. Event Signage Coordination

• Act as a liaison between Design and Development for all print and digital event signage.
• Audit the floorplan to identify every signage touchpoint; maintain a master signage tracker.
• Coordinate with Creative Production, Marketing, Design, Visitor Experience, and other stakeholders; consolidate feedback.
• Engage Donor Relations Associate to review all proofs and verify accurate and complete donor recognition, sponsor logos, and funding credits.
• Schedule and lead on‑site signage walk‑throughs 1–2 days pre‑event; oversee installation and resolve issues on event day.

IV. Art Auction Preview Event Coordination

• Assist Visual Arts Dept and Director’s Office with a focus on run‑of‑show, including staffing and A/V needs.
• Assist in management of RSVPS, dietary and access needs, and guest communications.
• Liaise with the Visual Arts team, art handlers, registrars, and installation crew to prepare the Art Auction presentation.
• Lead on‑site execution of the Auction Preview Event.

V. Event‑Day Operations (Avant Garden)

• Support creative production and event logistics leading up to, during, and after the event.
• Support event and creative production with load-in and on-site vendor coordination.
• Oversee placement and troubleshooting of signage, donor recognition, and sponsor activations.
• Serve as floor captain for designated zones; coordinate with Security and Visitor Experience to address guest needs.
• Assist in ensuring that committee members, sponsors, and VIPs receive outlined benefits and hospitality.
• Document event details relevant to design, layout, signage, donor recognition, and sponsor deliverables.

VI. Post-Event Wrap Up

• Support event and creative production with load-out and on-site vendor coordination.
• Provide admin. support of committee wrap up.
• Process invoices and payments and compile vendor list for future event engagements.
• Coordinate post-event surveys to event attendees and other stakeholders; create survey, email list, distribution, collate feedback.
• Schedule post-event feedback sessions with key stakeholders; schedule meetings, secure rooms/virtual meeting links, prepare agendas, distribute materials, and take detailed notes.
• Other post-event duties as needed or assigned.

REQUIRED SKILLS & QUALIFICATIONS

• Minimum 2 years of event coordination, production, or related project management experience.
• Ability to work in progressive frequency leading up to the Avant Garden event and at the event on Saturday, September 20, 2025.
• Evening and weekend availability during the week of September 15–21, 2025 to support event installation, execution, and de-installation.
• Strong project management, problem-solving, and organization/time-management skills.
• High degree of initiative and demonstrated success managing multiple concurrent deadlines with strong attention to detail.
• Excellent written and verbal communication skills.
• Proven ability to cultivate inclusive environments and work effectively with individuals from diverse backgrounds.
• Ability and judgment to maintain confidentiality.
• Proficiency with Microsoft Office and cloud‑based project management tools.

PREFERRED SKILLS & QUALIFICATIONS

• Experience in museum, performing arts, or nonprofit setting.
• Familiarity with print production processes, brand compliance, and donor recognition standards.

PHYSICAL DEMANDS

• Ability to lift and move up to 25 pounds.
• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and walking during event preparation week and event execution.

The Walker Art Center is committed to fostering a diverse and inclusive workplace. Persons of color, Indigenous people, members of the LGBTQIA+ community, individuals with disabilities, and veterans are strongly encouraged to apply.

Relations, the Gala Sponsorship and Stewardship Coordinator will provide critical support for Avant Garden, the Walker’s annual benefit event. The Gala Sponsorship and Stewardship Coordinator will work in close partnership with members of the Development and Membership team and with staff across departments (Design, Editorial, Marketing PR, etc.) to support efforts to ensure Avant Garden achieves revenue goals and delivers a high-quality experience for donors and sponsors.