Title: Event Coordinator
Department: Advancement
Reporting to: VP of Institutional Advancement
Date: Fall 2022
Status: Full time - exempt

The EcoTarium, a Museum of Science and Nature, seeks a creative and collaborative Event Coordinator to develop, plan and execute fun and engaging events of all sizes for various groups and stakeholders. Events take place both inside the Museum and outdoors on our 45+ acre property throughout the year, and may include off-site events with outside partners. Special events, both fundraising and educational, are critical to fulfilling the mission of the Museum.

This position will work collaboratively with all departments within the museum to create memorable experiences for our guests. The position will work closely with members of the Development Team to solicit and secure event sponsorships throughout the year and maintain positive relationships with vendors in order to foster long-term growth.

The Event Coordinator will oversee the EcoTarium’s facility rental program including day-of support for corporate rentals, weddings, and other booked events.

Candidates must enjoy working with public audiences of all ages. The successful candidate will have excellent project management skills and a commitment to running creative events with an entrepreneurial spirit.



  • Plan, coordinate, implement, and manage all of the various functions necessary for the successful completion of museum-quality special events
  • Develop and manage the special events operating budget in partnership with the department manager
  • Assist in the development of an annual events calendar to reach all key audiences
  • Facilitate events team meetings including managers, staff and volunteers to collaboratively plan and implement events in a smooth and efficient manner
  • Develop a cost analysis, run-of-show, and work plan for each special event
  • Work with museum staff to develop new special events for targeted audiences including; adults; seniors; and youth
  • Provide overall leadership for EcoTarium events from conception to reflection
  • Collaborate with all departments throughout the event planning process and delegate event-related tasks to staff when necessary
  • Proactively work collaboratively with the Marketing Team on marketing strategies for events
  • Facilitate positive working relationships with outside event partners including; 3rd party vendors, local cultural organizations, artists, and more

Facility Rentals

  • Manage facility rental sales and provide excellent customer service
  • Staffing rental events as needed, including some evening and weekend work
  • Over time, increase net revenue from facility rentals
  • Coordinate event entertainment, including music, performers, guest speakers, etc. as needed
  • Coordinate event and facility rental food and beverage service, which could include alcohol, when appropriate and requested
  • Manage and maintain event supplies
  • Respond to facility rental inquiries in a timely and professional fashion
  • Assist with budget development, including tracking and forecasting for facility rentals

Non-Essential Functions:

  • Serve on staff ad-hoc committees when needed
  • Other duties as assigned

Education and Experience:

  • Associate’s degree, Bachelor degree preferred
  • Minimum of four years experience in event planning
  • Experience both developing and overseeing day-of execution of events; experience coordinating events with 200+ attendees desirable
  • Museum and/or fundraising experience preferred
  • Experience with or interest in working in a mission-driven nonprofit environment
  • Experience developing budgets and meeting budgetary and revenue goals
  • Knowledge and practice of good customer service principles
  • Strong written and oral communication skills, including public speaking/presentation skills
  • Interest in science and nature a plus
  • Pass CORI, SORI background checks according to EcoTarium’s guidelines
  • Experience working with and supervising volunteers

Required Skills/Abilities:

  • Excellent written and verbal communication skills
  • Excellent interpersonal skills and ability to work with others from diverse backgrounds
  • Project management and team leadership experience; Ability to collaborate effectively is essential
  • The ability to work well independently while collaborating with others on meeting common goals
  • Organizational skills, with the ability to balance an attention to detail with deadlines-based action
  • The ability to multitask effectively and manage time efficiently
  • Extensive knowledge of MS Office
  • Ability to work events evenings and weekends when applicable
  • Multilingual skills a plus
  • Experience working with diverse audiences
  • Altru or Raiser’s Edge software experience a plus
  • Able to navigate the building and grounds under any weather conditions, move materials weighing up to 50 lbs, stay stationary for long periods of time, and work in a highly sensory and stimulating work environment due to constant interaction with guests

Disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The EcoTarium believes that science and nature are for everyone.  We recognize the incredible value of the diversity of the human experience and we are committed to making equity, diversity, accessibility, and inclusion imperative in how we operate.  We prioritize respect, inclusion, and opportunities for people of all backgrounds, lifestyles, and perspectives.  We are an Equal Opportunity Employer and we prohibit discrimination of any kind.

Applicants with disabilities may contact Human Resources via telephone, e-mail, and other means to request and arrange for accommodations. If you need assistance to accommodate a disability, you may request accommodation at any time. Please contact Patty Huzar (Director of Human Resources) at phuzar@ecotarium.org or 508-929-2700 ext 2708.


Instructions: Please fill out the form below to submit your application.

All applications require a cover letter and resume. Review begins immediately; applications accepted until position is filled. EOE.

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