Summary: This position is responsible for coordinating private and public events, for the Butterfly House (Chesterfield). Coordinates, plans, promotes, and facilitates public events for family and adult audiences. The Coordinator, Butterfly House Events is responsible for overseeing all administrative and logistical aspects of implementing quality public and private events. Works closely with the Garden's Events Manager to align processes and streamline resources across the organization.
Essential Duties and Responsibilities:
- Manages all aspects of private events including communicating withclients, giving tours,finalizingcontracts, and serving as the"day of coordinator"; Private events include Conservatory weddings,Celebrations, and corporate functions.
- Manages and provides on-site supervision for public events; develops project plans, maintains event timelines and coordinates delivery of all required event equipment and supplies.
- Books and negotiates vendor contracts, including musical performers, entertainers, food, and beverage.
- Designs area layouts, books appropriate spaces, confirms and communicates space layouts and set-up requirements for events with designated team members.
- Coordinates public events programming with mission related activities in collaboration with other departments.
- Supports Butterfly House Education with Conservation Events logistics and facilitation, as needed.
- Collaborates with Marketing & Communications to promote events, including content on Butterfly House social media platforms including Facebook, Instagram, Twitter, etc. ; Prepares descriptive content for use in promotion and wayfinding of events.
- Create event volunteer opportunities for recruitment; provide on-site support to volunteers during events.
- Develops training materials for staff and volunteers and conducts training sessions.
- Maintains accurate records and spreadsheets (i.e. volunteer schedules/contact information; expense/revenue history).
- Works closely with others in the Visitor Operations division to support Garden signature events and exhibits, as needed.
- Monitors and physically engages in seasonal display and event set-up/tear-down.
- Monitors the facilities and equipment; coordinates with appropriate personnel if repairs or adjustments are required.
- Conducts cross-divisional communication within the Butterfly House to arrange for event support, tours, facility needs, etc.
- Responsible for accurate record keeping and meeting minutes as needed.
- Tracks, compiles, and documents event and department expenses.
- Conducts research needed for success of future events and temporary exhibits.
- Conducts post event debriefs with staff, vendors, and other necessary stakeholders.
- Creates and coordinates mailings as necessary.
- Acts as Manager on Duty, as assigned.
- Meets expected attendance guidelines.
- Follows all established policy and procedures, including but not limited to those stated in the Employee Handbook and Safety Protocols.
- Behave & communicate in a manner that promotes and fosters a culture of teamwork, collaboration and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
- May be required to work weekends, evenings or holidays.
- Performs other duties as assigned.
Supervisory Responsibilities: Coordinates the activities of assigned volunteers, interns, and contract staff.
Accountability - Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues' concerns.
Stewardship - Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours
Qualifications and/or Experience:
- Minimum of (3) years' experience in event planning, hospitality sales, or similar industry. Large scale public event planning experience a plus.
- Previous guest relations/customer service and volunteer coordination experience; ability to effectively manage and foster professional working relationships is necessary.
- Familiarity with the Butterfly House and/or Garden is a plus.
- Highly visitor-oriented mindset and experience working with the public required.
- Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task.
- Demonstrated ability to serve as a media-trained spokesperson; confident in interacting with the media regarding special events.
- Solid business acumen and working knowledge of financial operating budget process.
- Ability to direct a work group and provide quality guest service within a fast-paced mission based public attraction. Strong focus on execution in public environment, attention to detail and accuracy.,
- Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
- Demonstrated ability to work collaboratively with internal team members and external organizations, with a focus towards common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
- Solid Internet research skills.
- Previous event booking/layout software experience.
- Demonstrated ability to create various reports and write business correspondence and procedure manuals.
- Scheduling flexibility that allows working weekends, evenings, and holidays is required.
- Occasional travel required (local).
- Demonstrates highest level of professional and ethical conduct.
- The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date.
- The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required. The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.
- The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.
- Other duties as assigned by supervisor.
- Bachelor's degree required, preferably in Business, Events Management, Marketing or similar discipline.
- An equivalent combination of skills, education, and experience may be considered.
Language Skills: Ability to communicate effectively in English (oral and written).
Mathematical Skills: Proficient college math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc. Ability to understand and contribute in developing project budgets.
Reasoning Ability: This position requires the ability to exercise independent judgment in handling unpredictable customer service situations that may arise with visitors, vendors, or coworkers.
- Proficient experience using Microsoft Word, Excel and Access (or similar database management program) required; PowerPoint required.
- Ability to learn Tessitura CRM system.
- Proficiency utilizing or conducting Internet and web-based searches and program applications.
Certificates, Licenses, Registrations:
- Must be able to obtain and maintain a valid driver's license.
- Must have the ability to pass a background screening and motor vehicle report (MVR) to meet minimum insurance underwriting criteria.
- Ability to lift 30-50lbs. (i.e.: load, unload and move supplies and equipment, set up and teardown oftables, chairs,events, and exhibits)
- May berequiredto perform tasks at varying heights (i.e.:use step stools, climb ladders, etc.)
- Requires standing, walking, bending, stooping,and reaching for extended periods of time - 75% or more of the workday manybestanding onfeet.
- Requires speaking and interaction with people.
- Ability and willingness to work in varying temperatures and all-weather conditions, in both daylight and evening hours.
- Ability toutilize computerkeyboard (typing).
- Comfortable working in immediate proximity tothegeneral public, in a safe and friendly manner, answeringgeneral questions regardingthe Butterfly House and MBG's operations, events, facilities, etc.,and elementary questionsregardingbutterflies and other insects.
- Comfortable workingaroundinvertebrates (including insects, arachnids, and arthropods).
- Ability to work in a fast-paced, team-oriented environment.
- Indoor open office setting, shared by multiple staff.
- Will be required to work indoors and outdoors throughout the day in all seasons - (i.e.: in temperatures over 100 degrees F,as well as temperatures below 0 degrees F, intherain, snow,and other inclement weather conditions as needed).
- Comfortable assisting with largevisitor crowds.
- Conservatory temperatures of 100 degrees F or more, very humid conditions.
- Adhere to all dress codes, including closed-toed shoes.
Contacts with Individuals/Organizations inside/outside the Garden:
- Interacts with visitors, volunteers, members, and Garden employees on a daily basis
- Vendors
- Exhibitors
- Professional Organizations
- Community Agencies
- External media contacts
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Missouri Botanical Garden
20 USD
Jan 26, 2026