Special Events Coordinator

Department: Special Events Reports To: VP of Special Events Job Summary: The Special Events Coordinator is responsible for coordinating and overseeing all aspects and duties related to Fernbank’s private special event rental program, from initial client engagement through event execution. This role combines proactive sales efforts with hands-on event coordination, and requires strong ownership of client relationships, revenue awareness, and the ability to balance multiple priorities in a fast-paced environment while maintaining exceptional attention to detail and service standards. Primary Job Responsibilities: • Drive venue rental sales through proactive outreach and relationship building • Respond promptly to client inquiries via phone, email, and in-person consultations • Maintain an active pipeline of prospective and confirmed events • Conduct engaging site tours that showcase our unique museum spaces and capabilities • Develop and maintain strong relationships with clients throughout the event planning process • Plan and execute diverse special events with emphasis on social celebrations • Coordinate event logistics from initial planning through setup, execution, and breakdown • Serve as primary on-site point of contact during assigned events to ensure smooth execution • Maintain accurate event documentation, timelines, and checklists to ensure consistent execution • Serve as a key liaison between clients, internal museum departments, and external partners to ensure seamless execution and an exceptional guest experience.