Events Coordinator (26203)

Who We Are:

Opened in November of 2023, the Agua Caliente Cultural Museum (ACCM) is a 48,000 square-foot state-of-the-art facility, located in downtown Palm Springs, California, and includes a permanent 10,000 square foot gallery on the history, culture, and present times of the Agua Caliente peoples, a 2,200 square foot changing gallery, dedicated collections storage areas, a 1,000 square-foot dedicated retail space, education classroom, meetings rooms and an outdoor education garden. ACCM is owned and operated by The Agua Caliente Band of Cahuilla Indians, a federally recognized Indian Tribe.

Position Summary:

Assists the Manager of Events in the creation, development, implementation and execution of all events at the Agua Caliente Cultural Museum. The Coordinator works seamlessly with the Manager and other ACCM stakeholders to establish and maintain a set event schedule and deliver a first-rate experience and superior customer service throughout the event process. Assist in coordinating and executing site visits, planning meetings, walkthroughs and event execution. Assist in developing site-specific operations plans for all aspects of event production (event set up, traffic management & parking, waste management, pedestrian flow, audio visual needs, emergency & medical services, etc.).

Essential Duties and Responsibilities

• Work with the Manager of Events with the planning and execution off all events occurring at ACCM (both in-house and 3rd party events booked at ACCM)

• Assist in the planning and facilitate logistics for all events, management and creation of guest lists, RSVP, venue preparation, presentation materials, coordination with security, catering, entertainment, transportation, equipment, decor, and input on development of marketing materials

• Assist in the creation of seating charts, room and event space layout and other event set-up needs as required.

• Prepare and disseminate event related information to appropriate departments, vendors, and others in a clear, concise, and timely manner

• Conduct research, assemble and analyze data to prepare reports and documents

• Independently perform department level projects as assigned

• Prepare responses to correspondence containing routine inquiries; prepare and edit correspondence, communications, presentations and other documents

• Type, proofread, and process a variety of documents including general correspondence, reports, letters, memoranda, and invoices; prepare spreadsheets in excel and forms from rough drafts or verbal instruction as assigned.

• Detail oriented and proactive in determining the needs of new clients and assist in the development of timelines and deliverables requirements.

• Available to work some evenings and weekends as necessary

Supervisory Responsibilities

None

Access to Sensitive Areas and Information

As per ACGC SRC Access Matrix

Signatory Ability

None

Qualifications

Required Education and/or Experience

• High school diploma or G.E.D.

• Minimum 3-years events and/or conference rental experience and/or training; or a combination of education and experience.

• Must have excellent organizational and communication skills and have the ability to work with multiple departments.

• Must have exceptional customer relations skills and innovative thinking for the development of promotions and events.

• Must be able to communicate in English.

• Must be completely proficient in Microsoft applications including Excel, Word and Outlook.

• Must have excellent spelling and grammar skills.

• Able to thrive in a dynamic, fast-paced environment with the coordination of multiple events occurring simultaneously or with a short turnaround, often under tight deadlines.

Working Conditions/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The job regularly requires the employee to sit for long periods of time, stand and walk for extended periods during events. Work mostly indoors but sometimes outside under desert condition as well as walk, climb or balance, crouch, and stoop. The position may require the climbing of multiple staircases. The position occasionally requires the ability to bend and the lifting and/or moving up to 30 pounds.