Employment Opportunity – Gallery Event Coordinator

PART-TIME GALLERY EVENT COORDINATOR / Position to be filled immediately (est. 20-24 hours per week / $20-25) 

To apply submit resume and short letter of introduction to Anna@the8thfloor.org 

Seeking an experienced, enthusiastic, take-charge professional with the ability to manage administration and logistics in support of busy, arts and philanthropic special events environment.

The event coordinator should have a passion for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external clients.  The coordinator will assist with the coordination of approximately 75+ events per year that range in size from buffet luncheons for 10, to seated dinners for 60, visual presentations, multiple speaker panel discussions, and/or to wine and cheese art gallery openings for 100.

Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, be willing to work some evenings and effectively communicate with gallery staff.  Must have availability on some evenings and occasional weekends. An enthusiastic and polished demeanor is essential

Event Planning and Production Responsibilities

– Assist with negotiations for space usage and book events, arrange food and beverage, order supplies and coordinate audiovisual equipment, make travel /parking arrangements, order event signage, and ensure appropriate décor (flowers, linens, etc.) to meet the quality expectations of the organization

– Aggressively gather information on each project to achieve quality event productions.

– Conduct research, site visits, and find resources to help staff make decisions about events.

– Create and revise room layouts for each event

– Choreograph and draft timeline for each event

– Propose new ideas to improve the event planning and implementation process

– Serve as liaison with vendors on event-related matters (contractors who clean, paint and make deliveries

– Coordinate deliveries

– Assist with managing on-site production and clean up for events as necessary

– Prepare materials, notebooks, packages, gift bags, registration lists, seating cards, etc.

– Close out all events as required

– Create archive of all events

– Supervise hourly event staff

– Help maintain overall facility, so The 8th Floor is always ready for the next event


Event Administration Responsibilities:

–       Assist with preparing budgets and provide periodic progress reports to staff director

–       Keep track of event finances including check requests, invoicing, and reporting

–       Coordinate appointments and visits to see our space, and scheduling of events

–       Support the 8th Floor web site updates related to events

–       Prepare and modify event agreements as needed


– Enthusiastic and polished demeanor

– Excellent verbal/oral and written communication skills

– Excellent interpersonal skills both in person and by phone, with high professionalism

– Ability to manage multiple projects and work assignments from a variety of staff and volunteers with understanding of priorities and deadlines

– Ability to accomplish projects with little supervision

– Fantastic customer service ethic and high expectations for quality

– Bachelor’s degree; significant work experience can substitute for the degree

– Proficient using the latest versions of Microsoft, Excel, Vertical Response, databases

– At least 2 years experience with office administrative management

– At least 1 year experience coordinating special events

– Experience in non-profit and gallery environments is preferred

 To apply submit resume and short letter of introduction to Anna@the8thfloor.org 

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