Events Manager

Department: Operations

Reports To: Director of Finance & Operations

FLSA Status: Full-Time, Hourly (Non-Exempt)

Hours: 40 hours per week

Job Purpose

The Event Manager is responsible for coordinating and executing all facility rentals and private events at the American Jazz Museum, including the AJM Atrium, the Gem Theater, and the Blue Room. This role manages event logistics from inquiry through event execution, serving as the primary coordination lead while working in tandem with the House Manager during events.

This position does not handle payments or invoicing and does not supervise staff. The Event Manager ensures events are executed smoothly, professionally, and in alignment with Museum standards and operational expectations.

Key Duties And Responsibilities

Event Rentals & Coordination

• Coordinate all rental logistics for private, corporate, community, and partner events held in Museum venues.
• Serve as the primary point of contact for event clients for scheduling, site visits, timelines, logistics, and event details.
• Manage event coordination from inquiry through completion, excluding payment processing.
• Develop and maintain event documentation, timelines, checklists, and client-facing materials.
• Ensure all events comply with Museum policies, safety requirements, and facility use guidelines.

• Draft, revise, and prepare all rental agreements and event-related contracts for client events.
• Ensure contract terms align with Museum policies, pricing structure, and operational standards.
• This role does not have independent contract signing authority.
• All contracts must receive approval from the Director of Finance & Operations and/or the Executive Director in accordance with established financial authorization thresholds prior to execution.

• Be onsite during events (weekdays and weekends) to support execution and logistics.
• Work in tandem with the assigned House Manager during events to ensure timelines, setup, vendor coordination, and event flow are executed as planned.
• Serve as the coordination lead during events, addressing issues promptly and professionally.
• Oversee load-in, load-out, room setup, vendor arrivals, and adherence to event schedules.
• Utilize Planning Pod as the primary software platform to manage rental inquiries, event details, timelines, documentation, and coordination workflows.
• Escalate issues as needed to the Director of Finance & Operations.

• Provide a high-quality, professional client experience that supports repeat business and positive relationships.
• Communicate event requirements clearly with internal stakeholders to ensure alignment.
• Coordinate closely with the Director of Finance & Operations on scheduling, priorities, and operational needs.
• Provide feedback on event operations, process improvements, and recurring issues.

Maintain accurate records of event schedules, contracts, timelines, and logistics.

Track event activity and provide updates or summaries as requested.

Ensure all event documentation is completed and retained according to Museum procedures.

Maintain accurate and up-to-date event records within Planning Pod, including schedules, timelines, client details, and event documentation.

Schedule & Work Hours

• Full-time position working 40 hours per week.
• Weekday and weekend availability is required.
• Hours will vary based on event schedules and may include evenings and weekends.
• This role requires onsite presence during scheduled events.

• High school diploma or equivalent required; experience in event coordination, hospitality, or venue operations preferred.
• Strong organizational skills with the ability to manage multiple event details simultaneously.
• Excellent verbal and written communication skills.
• Comfortable working in fast-paced, public-facing environments.
• Ability to work independently while collaborating closely with internal partners.
• Reliable, detail-oriented, and solution-focused.
• Proficiency with basic administrative tools (email, calendars, documents); willingness to learn internal systems.
• Proficiency with basic administrative tools (email, calendars, documents); experience with event management software such as Planning Pod preferred, with willingness to learn internal systems as needed

• Fully onsite role requiring regular presence throughout Museum facilities.
• Frequent standing, walking, and movement during events.
• Occasional lifting or moving of light event materials.
• Exposure to crowds, noise, and evening/weekend activity during events.

This job description reflects the current expectations and essential functions of the position. Duties and responsibilities may change based on the operational needs of the Museum.

Equal Employment Opportunity Statement

The American Jazz Museum is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected characteristic in accordance with applicable federal, state, and local laws.