The Minnesota Masonic Heritage Center seeks a full-time Event Coordinator to join our team.

Position Summary:

The Minnesota Masonic Heritage Center (MMHC) has three primary components:  Ives Auditorium, Ladd Museum & Nelson Library, and Evergreen Hall. It also manages Dan Patch Hall and the OES Chapel in the Masonic Home and assists with Home events. The MMHC offers venues for theatrical and other performing arts, a museum, a library and a Masonic Lodge along with public and event spaces. The facility is open to the Masonic Fraternity and the public.  The spaces may be rented in accordance with facility policies. The Events Coordinator will be responsible for engaging with new and recurring customers and ensuring that persons using the facility enjoy a fully functional venue for their event.  

Responsibilities:

1.     Promote and secure rentals of the MMHC and Dan Patch Hall.

2.     Manage events and discuss events with potential patrons.

3.     Utilize approved vendors to deliver services for events,

4.     Utilize custodial, maintenance and other services within the MMHC, from the Home or from outside vendors as needed.

5.     Ensure a high-quality event that meets the customer’s expectations.

6.     All other duties as assigned.

Accountabilities:

1.     Promote and secure rentals of the MMHC and Dan Patch Hall.

·       Find and engage with new customers through referrals, networking and cold calls.

·       Establish, develop and maintain positive business and customer relationships.

·       Work with existing patrons to meet their needs and maximize their satisfaction.

·       Achieve agreed upon sales targets and outcomes within schedule by managing events while ensuring a profit margin.

·       Work with MMC Director of Marketing and Communications in the development of brochures and other marketing materials to promote event rentals and to ensure event-related items on the MMHC’s website are accurate and up-to-date.

·       Stay up-to-date of best practices and promotional trends.

2.     Manage events and discuss events with potential patrons.

·       Provide pricing information.

·       Room configuration options.

·       Usage policies.

·       Conduct facility tours as appropriate.

·       Book events using event planning software.

·       Manage financials related to events including finalizing and sending invoices to clients and monitoring overdue invoices.  

·       Plan, manage and assist with Masonic Home/Masonic Charities/staff events including but not limited to the employee picnic, employee holiday party, TCU alumni event, National Nursing Home Week, Veteran’s Day Luncheon, Charities Gala, Charities Scholarship Reception and Grand Lodge Annual Communication.

·       Train and supervise events staff.

3.     Utilize approved vendors (caterers, audio-visual equipment, staging equipment, pipe and

drape, etc.), to deliver services for events.

·       Communicate thoroughly and timely as changes occur.

·       Assist vendors during event with set up and take down of event equipment as needed.

4.     Utilize custodial, maintenance and other services within the MMHC, from the Home or from outside vendors as needed.

·       Communicate with various departments for services needed well in advance of the event.

·       Assist the staff with set up and take down of event equipment.

5.     Ensure a high-quality event that meets the customer’s expectations.

·       Answer all customer questions in a timely manner.

·       Accommodate customer changes as allowed by established policies.

·       Bill customers in a timely manner.

6.     Complete all other duties as assigned by management.

Qualifications:

• Possess an outgoing, friendly personality and the desire to provide quality service.
• Ability to convey a professional image to clientele and partners at all times.
• Ability to effectively communicate with clients, guests, and the general public.
• Ability to read and write English effectively.
• 1-2 years related experience preferred in high-quality related hospitality environment.
• Possess competent computer skills in Microsoft Office Suite, Quickbooks, event planning software and ticketing software.
• Familiarity with A/V equipment set up and use.
• Ability to problem solve in a quick, logical manner.
• Ability to perform a basic level of math functions.
• Must be able to work a flexible schedule, including nights and weekends as needed.
• Ability to stand and walk for extended periods of time (8 or more hours at times); ability to stoop, kneel or crouch, and lift up to 35 pounds.

Compensation: $18 per hour plus excellent benefits. 

Application Process: Please submit cover letter and resume to theresa.norman@mnmasonic.org with the subject line "Event Coordinator Position". All materials will be kept confidential.

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other duties not specifically addressed in this job description.

The Minnesota Masonic Historical Society & Museum is a division of Minnesota Masonic Charities. We are an Equal Opportunity Employer.