Special Events and Venue Rental Coordinator

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

The Nasher Museum of Art at Duke University is seeking a highly motivated and dynamic Special Events and Venue Rental Coordinator to organize and facilitate a diverse array of special events, private functions, and venue rentals.

 

Work Performed:

This multifaceted, customer service-based, full-time position offers the opportunity to work at a contemporary university art museum with an international reputation for ambitious exhibitions and programs that attract diverse audiences. This position works alongside the Special Events Assistant to help manage and implement museum programs and rental events for the museum. Both positions report to the Manager of Special Events.

 

The Special Events Coordinator will support the planning and execution of special events at the museum, such as exhibition openings, lectures, artist talks, and private events such as board meetings, receptions, and galas. The coordinator will also handle venue rental sales and logistics for external clients. This role involves coordinating venue rentals, responding to client inquiries, negotiating contracts, and managing vendor communications to ensure smooth event execution. The position also focuses on maximizing rental revenue by identifying new clients and opportunities and fostering repeat business.

 

The role requires close collaboration with various internal teams, including Development, Security, Visitor Services, and Education, to ensure seamless operations. Additionally, the Event Coordinator will help design event décor and entertainment. Assist in budget management, track event expenses, and administrative tasks such as billing, staffing, and logistics are also key responsibilities. The position plays a crucial role in driving community engagement, museum attendance, and overall event success.

 

Key responsibilities include:

• Event planning and execution – execute internal events that align with the museum’s mission, strategic goals, audience, and budget; develop timelines; provide on-site management for internal and external events, ensuring smooth operations. Events may require but are not limited to coordinating internal and external staffing, and run of shows, designing floor plans, and selecting menus.
• Promote and facilitate venue rentals – act as the primary contact for events with external clients; identify opportunities and cultivate relationships with potential clients to secure venue rental contracts. Represent the Nasher at trade shows, conferences and networking events to promote the museum’s public programming and rental facilities.
• Supervise and assign tasks to external vendors, public-facing staff and occasional student volunteers offering guidance and direction on customer service, attention to detail, and best practices on representing the museum.
• Execute rental contracts – secure venue rental contracts and deposits; handle payment schedules; track comparable venues to maintain competitive pricing.
• Collaborate with staff, vendors, and Nasher Café –Ensure that timelines, details, and expectations are well communicated to all involved parties; build and maintain partnerships with the café and preferred vendors to ensure timeliness, quality, and commitment to excellence.

 

Perform other related duties incidental to the work described herein or as assigned by supervisor.

 

The above statements describe the general nature and level of work being performed by individuals assigned to this classification.  This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
 

Required Qualifications at this Level

This position requires frequent evening and weekend hours.