Special Events Coordinator

About Us:

Are you seeking a fun, unique and interesting work environment? Consider working at the National Museum of the Marine Corps - a lasting tribute to U.S. Marine Corps history, traditions and culture, where visitors engage in exciting and immersive experiences as seen through the eyes of Marines.

Marine Corps Heritage Foundation is seeking a Special Events Coordinator to provide a wide range of administrative support to the Events & Support Services Manager with coordination and onsite supervision of assigned events.

Work Location/Schedule:

Fully in-person: This is an in-person position located at 1775 Semper Fidelis Way, Triangle, VA 22172. This position is approximately 40 hours per week. Office hours are Monday through Friday from 8:30 AM to 5:00 PM. Weekday evening, Saturday and Sunday work hours will be based on events and venue space tours.

Responsibilities:

• Represent the Marine Corps Heritage Foundation at Special Events
• Work directly with clients to plan and execute special events such as weddings, receptions, and official military ceremonies
• Assist Management with all aspects of event operations including:
  • Collection of event inquiry information
  • Provide administrative task support to the Events team
  • Maintenance of various reports and National Museum of the Marine Corps weekly calendar
  • Event venue set-up and breakdown labor
  • Coordination and onsite supervision of assigned events
• Museum Group Visits:
  • Manage Groups inquiries via the groups email inbox
  • Facilitate visitor requests for Catering services, Movie Tickets for "We, the Marines" and use of Rifle Range
  • Take preliminary docent training to be a liaison/MCHF ambassador for group visits
  • On-site support for adult groups and after hours visits
• Assist Special Events team with the event sales process
• Answer incoming telephone calls, greet and/or direct office visitors
• Inform all staff of upcoming events - Announcement of Events
• Coordinate with event contractors and vendors for event awareness
• Retrieve and process incoming mail, event insurance, and payments
• Produce and maintain Excel spreadsheets, tracking a variety of information
• Data entry and note taking
• Operate a golf cart to transport guests, staff, and equipment on the property in accordance with established safety procedures.
• Accomplish all tasks appropriately assigned or requested

Requirements:

Education/Experience:

• High School diploma or GED
• 2+ years related experience in hospitality or customer service, or an equivalent combination of advanced education or related certifications and 1 year of related experience
• Knowledge of USMC protocol, general history, and rank structure
• Knowledge of the region’s social, military/government, and corporate events

Technological Skills:

• Proficient in Microsoft Office Suite
• Proficient in Google Workspace
• Knowledge of Event Booking software helpful
• Strong computer skills including working knowledge of project management software

Required Knowledge and Skills:

• Excellent written and verbal communications skills
• Well-developed communication, organization, and sales skills
• Professionalism with both internal and external customers
• Ability to communicate with a variety of people, both internal and external
• Ability to work collaboratively in a team environment
• Ability to follow through on work independently
• Ability to work in a fast-paced environment
• Ability to work calmly, rationally, and quickly under high pressure
• Detail-oriented
• Excellent time management skills
• Excellent organizational skills
• Ability to prioritize and manage simultaneous projects while meeting various deadlines
• Ability to adapt and be flexible to rapidly changing priorities
• Excellent customer service skills
• Proven problem-solving skills with ability to analyze situations, identify existing or potential problems, and recommend solutions

Other:

• Driver’s License Required
• A willingness to do "whatever it takes" to get the job done
• Professional dress code every workday
• Must be available to work some nights, weekends, and holidays

EEO Statement:

The Marine Corps Heritage Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other classification protected by law.

Employment Conditions:

Applicants who are selected for employment will be required to verify authorization to work in the United States. Offers of employment will be contingent upon passing a post-offer background check.

Environment and Physical Conditions:

The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand with long periods of standing, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 20-30 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to be in one position for long periods of screen use, reach with hands and arms, and talk and hear both in person and over devices. The employee interacts in close spaces and frequently with other workers, vendors, and clients. May be in situations which require conflict resolution. Work is primarily performed in an office setting with artificial light and air; however, the role requires occasional work in outdoor environments and exposure to varying weather conditions.