Special Events Coordinator [JRP-11120]

Posted On: Nov 11, 2023
Company: MFAH

The MFAH is an organization comprised of 600+ employees and 1,000+ docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media. As an employer, MFAH offers a supportive, collegial, and inclusive work environment and a competitive benefits package.

We are currently seeking to hire a Special Events Coordinator. In this role, you will support all aspects of MFAH’s Special Events department related to event planning and execution and related activities. You will professionally plan, implement, and assist with a wide range of special events. You will be self-motivated, willing to work both indoors and outdoors, and not be afraid to get your hands dirty, yet able to conduct a variety of activities during a workday which will rarely be described as “normal”. In addition, you will be friendly and patient with a “can do attitude,” possessing exceptional organization and communication skills combined with the ability to multitask and project manage the details. While successful execution of events is extremely important, your number one priority will be the safety and protection of the art. The selected candidate will also oversee all contractors while setting up events in galleries, during service for the event, and while removing equipment following events.


  • Work with various museum departments in scheduling, planning, executing, and billing of routine museum events as directed by the head of the department
  • Coordinate routine and special events for the Administration, Curatorial, Education, Development, Marketing & Communications, and Membership departments, as well as for the Glassell Junior School, Glassell Studio School, Bayou Bend, and Rienzi
  • Manage all logistics relating to internal events such as ordering food and supplies, set-up, service, and clean up for routine daytime museum meetings (museum director’s luncheons, select committee and sub-committee luncheons, etc.)
  • Coordinate refreshment service of routine museum programs
  • Assist the head of the department in planning and executing annual museum fund raising events
  • Respond to inquiries about entertaining at museum facilities
  • Communicate external event information for listing on the Management Schedule (Master Calendar)
  • Plan, execute, and invoice select external events from initial contact, through proposal and contract preparation, to post-event billing, under the supervision of the head of the department
  • Coordinate with all event service providers contracted by client / host to ensure compliance with museum policies and restrictions
  • Schedules museum on call and contract staff for events, as needed
  • Request and retrieve Texas Alcoholic Beverage Commission (TABC) Caterer’s Permits for all events from the local TABC office
  • Assist with updating the monthly list of events requiring valet services and/or HPD
  • Communicate complete event details, in advance, to other museum departments (Administration, Buildings & Grounds, Education, Guest Services, Security, etc.) by means of Event Specification Sheet
  • Prepare departmental forms for each event: Food / Beverage Consumption Report, AOTS / TABC Worksheet
  • Prepare an Event Billing Form for each event, providing comprehensive information to the Operations Manager, Special Events to bill for the event
  • Assist the Operations Manager, Special Events in completing purchase orders, billing for events, and other clerical and general office duties, as assigned by the head of the department
  • Maintain liquor inventory and orders all alcoholic beverages and related supplies, as needed
  • Assist the Operations Manager, Special Events with the quarterly liquor inventory for Accounting
  • Assist with the general order of Special Events storeroom, including the retrieval of delivered supplies
  • Assist with general housekeeping duties to maintain Special Events equipment


  • Bachelor’s degree in related field is preferred or an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved
  • Minimum three years of experience in event planning, catering or hospitality service industry
  • Exceptional organizational skills, with a keen attention to detail, blended with the ability to work independently, with minimal supervision and as an integral part of a team
  • Able to communicate with all levels of museum personnel, as well as external event clients and their guests
  • Strong clerical and accounting skills required, with a working knowledge of Microsoft Office products (Word, Outlook, Excel)
  • Ability to plan and comfortably and professionally supervise the work of contractors, staff, and vendors
  • Able to work on multiple tasks concurrently
  • Action oriented to take thoughtful initiative when needed
  • TABC certified is preferred
  • Team oriented with a strong amount understanding and flexibility

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence. Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Posted On

Nov 11, 2023