Public Events Coordinator

Job Details: Job Location: New England Botanic Garden at Tower Hill - Boylston, MA, Position Type: Full Time, Salary Range: $20.00 - $21.00Hourly, Position OverviewUnder the direction of the Manager of Public Events the Public Events Coordinator assists with all aspects of the public events program. The Coordinator assists with the planning, development, implementation, and evaluation of an annual calendar of mission-related public events on and offsite at New England Botanic Garden. These events are audience-focused programs that include concerts, plant shows, community celebrations, exhibit-related events, and more.Responsibilities Work with the Manager of Public Events to plan and execute an annual calendar of over 50 public events. Assist with the coordination and planning of public events on- and off-site including plant shows, community-focused events, evening and weekend events, and more. Research, contact, secure, and schedule vendors, performers, and entertainment for public events as directed by the Manager of Public Events.   Independently execute administrative duties to support events including creating room setups, creating event-specific signage, communicating internally and externally with event participants and staff, and assisting vendors, performers, and volunteers. Assist the Manager of Public Events with executing agreements, collecting payments, and submitting check requests. Be present at and oversee day-of logistics for designated events including set-up and breakdown. Ensure that vendors, plant societies, partner organizations, vendors, and performers follow event protocols and NEBG policies during events. Create a welcoming and enjoyable experience for vendors, performers, visitors, and volunteers during events and provide guidance and support as needed. Work with the Manager of Public Events and Manager of Exhibitions to explore ways to engage the community through community-focused or exhibition-related events. Provide support to the Manager of Exhibitions as needed with exhibitions that have an accompanying event. Troubleshoot problems and be willing to jump in as needed to fill event-related roles in facilities, operations, or education. Keep up with trends in public events and research and/or attend other local public events for inspiration. Assist the Manager of Public Events with conducting post-event evaluation to improve quality and efficiency of event operations. Be welcoming to all staff and the public and respectful of staff differences and preferences. Use gender-neutral communication styles and respect everyone’s pronouns. Attend Inclusion, Diversity, Equity, and Accessibility (IDEA) workshops and training sessions. Work with an awareness of surroundings and be vigilant to any possible threat to the safety of staff and the public, or NEBG. Ensure all concerns are reported promptly. Comply with provisions of the current Employee Handbook, all published personnel policies and job description requirements. Perform additional duties and responsibilities as assigned. Interpersonal Relations Build working relationships and deal respectfully with a diverse community of volunteers, community partners, visitors, and staff while exercising cultural literacy and inclusion. Collaborate and follow up with other departments to plan, execute, and promote public events, and leverage the use of garden spaces, infrastructure, and plant collections during public events. Collaborate, communicate effectively, and follow up with partner organizations and event participants, to acquire information needed for event planning and execution. Work collaboratively as a part of a team to achieve shared goals. Give and receive feedback and cooperate with staff to solve problems. Resolve and present a calm and professional demeanor in difficult customer service situations, acting as an ambassador for New England Botanic Garden.ScheduleThe Public Events Coordinator is an hourly, full-time position and is non-exempt from overtime. The standard work schedule for this position is 40 hours per week not including a daily 30-minute unpaid meal break. This position requires flexibility and the ability to work regular weekends and evenings as needed. Outdoor and limited off-site work is required.Physical Demands / Working Conditions Must be able to lift 25 pounds and work outside in all weather conditions for up to four hours. Must be able to bend, squat, kneel, stand, and walk for extended periods of time and to navigate uneven grounds and stairs evenly. Must be able to work with appropriate computer and communications equipment. Must be able to sit or stand for four hours or more.Note: Duties described above, other duties and physical demands have been identified as essential functions as required by the Americans with Disabilities Act.Qualifications: High School diploma or equivalent. Two or more years of administrative, customer service, hospitality, event support, or other relevant job experience. One or more years of event coordination experience in a professional setting a plus. Experience tracking, compiling, and reporting data a plus. Proficiency in Microsoft Office, Microsoft Teams, Google Suite, experience with graphic design and web-based registration software a plus. Self-starter with the ability to think critically and strategically to anticipate and complete job tasks. Strong writing skills, attention to detail, and high standards for quality and accuracy. Highly organized with the demonstrated ability to coordinate and execute multiple projects at the same time to prioritize workflow and meet deadlines.