Coordinator, Internal Events

The Museum of the City of New York fosters understanding of the distinctive nature of urban life in the world’s most influential metropolis. It engages visitors by celebrating, documenting, and interpreting the city’s past, present, and future. Founded in 1923, the Museum of the City of New York (MCNY) showcases the city’s unique stories and cultural treasures. The country’s first and largest city museum, MCNY presents immersive exhibitions and programs at the intersection of history, popular culture, and art to 200,000 people annually, including 30,000 students and educators, fostering shared identity, civic pride and engagement, and social cohesion for New Yorkers. MCNY has been recognized as one of the leading museums in New York City by publications such as Condé Nast Traveler and the New York Times, with Time Out New York awarding MCNY “Best Museum” in New York in 2021.

 

The Museum of the City of New York seeks an Internal Event Coordinator to support the planning, coordination, and execution of both internal and external events. This position serves as a key administrative and operational resource for the Revenue and Visitor Experiences Department, managing event logistics, beverage inventory and ordering, calendar scheduling, and venue sales support. The role works closely with the Venue Rentals team, Associate Director of Special Events, and internal stakeholders to ensure successful event execution and efficient use of Museum spaces. This position provides an excellent opportunity for an organized and detail-oriented professional seeking to build a career in event management, hospitality, and venue operations.

 

Roles and Responsibilities:

 

Event Coordination and Client Services

  • Coordinate logistics for internal and external events from inquiry through execution.
  • Schedule and conduct site visits and venue tours for prospective clients.
  • Assist in selling Museum spaces for corporate, nonprofit, social, and special events.
  • Prepare event documentation, timelines, floor plans, setup requirements, and event orders.
  • Communicate event details to internal departments, vendors, and operational teams.
  • Provide onsite event support during Museum programs, rentals, and special events.
  • Support client communication and ensure a high level of customer service throughout the event planning process.
  • Maintain accurate event records and files.
  • And other duties as assigned.

Internal Event Management

  • Coordinate event requests from internal stakeholders including Development, Marketing and Communications, Special Events, and Venue Rentals departments.
  • Schedule and manage internal meeting and event spaces.
  • Ensure internal events are appropriately documented, communicated, and operationally supported.
  • Coordinate room setups, audiovisual needs, furniture requirements, and staffing requests.
  • Facilitate communication between internal clients and Museum operations teams.
  • Monitor event calendars and resolve scheduling conflicts.
  • Serve as a key partner in coordinating internal events and engagement opportunities for the Board of Trustees, institutional funders and corporate partners, and Government (CIG) supporters, working closely with Development and Marketing Team colleagues and external stakeholders.
  • Partner with the Marketing & Communications team to successfully execute community engagement opportunities.
  • Support the Associate Director of Development Events and Strategy in executing Exhibition Preview Weeks, including press previews, opening receptions, and private parties as needed.
  • Coordinate day to day operations for Museum Volunteers Program
  • And other duties as assigned.

Beverage Program Administration

  • Manage beverage inventory for Museum events, including wine, beer, liquor, mixers, and related supplies.
  • Monitor inventory levels and conduct regular inventory reconciliation and reporting.
  • Order beverages and supplies to support internal and external events.
  • Coordinate beverage selections and quantities based on event requirements.
  • Track beverage invoices and maintain inventory records.
  • Ensure proper storage, organization, and security of beverage inventory.
  • Support compliance with New York State liquor regulations and Museum policies.
  • Collaborate with Facilities and Security teams regarding beverage storage and access.
  • And other duties as assigned.

 

Calendar and Space Management

  • Maintain calendars for internal Museum event spaces and conference rooms.
  • Process and approve internal space reservation requests.
  • Coordinate scheduling priorities among departments to maximize utilization of Museum spaces.
  • Communicate scheduling updates and calendar changes to relevant stakeholders.
  • Generate reports related to space utilization and event scheduling.
  • And other duties as assigned.

 

Administrative and Operational Support

  • Prepare reports, invoices, and event tracking documents.
  • Maintain event information within CRM and event management systems.
  • Create and update event floor plans using event layout software.
  • Track event revenue, expenses, beverage costs, and inventory reports.
  • Assist with departmental budgeting and forecasting activities.
  • Support the Venue Rentals team and Chief Revenue Officer with administrative and operational projects.
  • Maintain organized digital and physical records related to events and departmental activities.
  • And other duties as assigned.

A successful candidate will have:

  • Bachelor’s degree in Hospitality Management, Event Management, Business Administration, Communications, Marketing, or a related field preferred.
  • TIPS Certification or similar alcohol service certification preferred but not required.
  • One to three years of experience in event coordination, hospitality, venue rentals, administrative support, or customer service.
  • Experience working in a museum, cultural institution, nonprofit organization, hotel, hospitality venue, or event facility preferred.
  • Knowledge of event planning and event operations.
  • Basic understanding of food and beverage service and inventory management.
  • Familiarity with venue rental operations and customer service best practices.
  • Strong organizational and time-management skills.
  • Advanced proficiency in Microsoft Excel, Outlook, Word, and PowerPoint.
  • Experience creating reports, tracking spreadsheets, and managing calendars.
  • Excellent written and verbal communication skills.
  • Strong customer service and relationship-building abilities.
  • Experience with CRM or event management systems preferred.
  • Experience using floor plan software such as Social Tables, Allseated or similar platforms preferred.
  • A commitment to diversity, equity, and inclusion and a passion for advancing equity and addressing structural racism within nonprofit organizations.

 

Physical Requirements & Work Environment:

 

While performing the essential functions of the job, this role primarily works on Monday-Friday with occasional weekend or evening work required. This position entails occasional weekend work, with schedules determined by operational needs. Work is primarily onsite at the Museum, in an open office plan setting. The Museum environment is fast-paced and workspaces include the Museum’s galleries and classroom spaces. Must be able to remain in a stationary position 50% of the time and able to traverse through office and museum gallery environment. Requires the ability to operate standard office equipment including computers and keyboards for extended periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Specific vision abilities required by the job include close vision, distance vision, color and peripheral vision, depth perception, and the ability to adjust focus. On occasion, the employee may be required to work outside events with weather conditions including heat and cold.

 

Benefits:

 

The annual salary for this position is $60,000. The position offers a competitive benefits package including medical, dental, vision, FSA, HSA, life insurance, 401K and a defined benefit pension plan, short and long-term disability, and an Employee Assistance Program, with options for critical illness insurance, accident insurance, legal services, and pet insurance. The Museum provides a paid time off policy that includes 10 days of annual leave, rising to 15 days in year 2, and to 20 days in year 3, plus 12 sick days per year and 12 holidays. Your employment relationship with the Museum qualifies you for free or discounted admissions to other participating cultural institutions.

 

The Museum of the City of New York is committed to fostering a collaborative and respectful work environment with staff as diverse as New York City and the audiences who are curious about learning more about its history and engaging in contemporary urban issues. Our staff members are dedicated to working towards a common goal: creating the most dynamic and inspiring city museum in the world.

 

The Museum of the City of New York is an equal opportunity employer. As such, the museum provides equal employment opportunity for all employees and applicants without unlawful discrimination with respect to age, citizenship status, color, creed, disability, ethnicity, gender identification or expression, marital status, military status or veteran, national origin, political association, political/personal convictions, predisposing genetic characteristics, race (including traits historically associated with race, such as hair texture and style), religion (including attire, clothing or facial hair worn in accordance with religious requirements), sex (including pregnancy, childbirth or related medical conditions and transgender status), sexual orientation, socio-economic status, geographic location, philosophies, or any other classification protected by federal, state or local laws, in all employment decisions, including but not limited to recruitment, hiring, training, compensation, promotion, demotion, transfer, lay-off, and termination, and all other terms and conditions of employment. The Museum complies with applicable state and local law governing nondiscrimination in employment which prohibits discrimination and harassment against any employees, applicants for employment or interns, as well as contractors, subcontractors, vendors, consultants, other individuals providing services in the workplace or their employees in every location in which the Museum has facilities.