Events Coordinator

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history, hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 230,000 visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country and the world.

Position Purpose:

The primary purpose for the Events Coordinator is to assist the Event & Sales Departments with administrative tasks, database management, and coordination of evening and weekend events. This position will report to the Director of Special Events. This position has no direct supervisor responsibilities.

Essential Functions/Accountabilities:

• Coordinates and executes event details including but not limited to: planning timelines, event layouts, vendor scheduling, staff/volunteer scheduling, load in/out details, etc.
• Use event management software Reserve Interactive (RI) as well as floor-planning software All Seated to manage event needs.
• Serve as the primary contact for select onsite events with clients and vendors.
• Create post-event reports for the department.
• Ability to coordinate sales calls and site tours.
• Work with the in-house catering, audio-visual and facilities department to manage the needs of clients.
• Assist in the set-up/break-down of events if necessary.
• Work in tandem with Director of Special Events and Events Manager on the development of museum hosted functions.
• Assist with specialty staffing such as tour guides, jockeys, buglers, group sales coordinators, etc.
• Other duties as assigned.

While every effort has been made to make this description of the essential functions as complete as possible, it in no way states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission of specific statements of functions or responsibilities does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

Expected Behaviors:

• As a Kentucky Derby Museum employee, upholds our mission statement; whenever possible, engage, educate, and excite everyone about the extraordinary experience of the Kentucky Derby.
• Provides excellent customer service by making a connection with customers and team members, asking questions and listening to their needs, based on their feedback.
• Has reliable attendance to work a flexible schedule to oversee execution of evening and weekend events.