Special Events Coordinator

Reporting to the Director of Special Events, the Special Events Coordinator oversees logistical planning of events for several internal departments.

Art Opportunity previously on at Whitney Museum of American Art in New York, United States.
From Wednesday 31 July 2013 to Sunday 01 December 2013

Published by anonymous on Monday 05 August 2013.
Contact the publisher.


-Planning and executing events for Human Resources, volunteers, and Press, as well as select Membership events and others, as assigned

-Income tracking and payment processing for fundraising events

-Assisting with the logistics, budgets, design, and/or production of internal special events from inception to completion, including tracking RSVPs and coordinating printed materials

-Serving as the point of contact for certain internal events
Working directly with departments to produce and implement their events by managing budgets and tracking all expenses, and preparing invitations; briefing papers; work orders; catering; design; and guest lists.

-Assisting with large museum fundraisers including the Gala and the Art Party

-Other responsibilities may include: site visits, managing event budgets and patron group yearly budgets, coordinating with internal departments and external vendors, and acting as site manager during events

-Administrative responsibilities include: maintaining departmental records, paying and tracking invoices, and providing general assistance to all members of the Special Events team



1-2 years of work experience

Strong attention to detail and an ability to problem solve are essential, as the coordinator works closely with departments throughout the museum—including Security, Operations, Engineers, Art Handlers, the Director’s Office, Development, Exhibitions, Curatorial, Publications, Retail, Education, and Communications—in order to plan and execute special events.

Excellent organizational skills

Ability to multi-task

Ability to perform effectively under pressure and function well as a team player

Strong written and verbal communication skills

Excellent diplomatic and interpersonal abilities

Experience managing and reconciling budgets

Availability to work evening events

Microsoft Office applications required; Raiser’s Edge experience preferred