Event Coordinator (Wage, Non-exempt)

At the Virginia Museum of Fine Arts (VMFA), we facilitate beautiful memories.  

The Events Team is relentlessly passionate about their work. Every event detail is a touchpoint, a foundational pinning, evoking the right ambiance, feeling, and desired energy. Our dedicated service professionals bear witness and make possible some of the best days ever for our guests. 

“…people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” – Maya Angelou

We welcome applications to skilled service professionals who are team-centric and positively energetic to join the museum as Event Coordinator. 

This is a non-exempt, part-time position without benefits, eligible to work up to approximately 28 hours per week on average and up to 1,450 hours annually (May 1 – April 30).

Why Join the Events Team?

Inclusive Workplace

We are proud of our diverse workforce and vibrant art-filled surroundings. We value your strengths and experiences. Come be yourself!

Flexible Scheduling 

The team works to provide reasonable and advanced-scheduling notice to staff within the agreed upon availability. We are open 365 days a year, therefore there are a number of event opportunities to work. 


Work with people whose talents shine not only at work but also beyond work hours. Many of our staff are creatives who find an ease in serving others, have an eye for the details, and enjoy the flexibility this position offers. 


Revenue from events and other Enterprise operations directly supports museum operations. VMFA is the only art museum in the United States open 365 days a year with free general admission. Our purpose is to collect, preserve, exhibit, and interpret art and to encourage the study of the arts. 

Professional Environment

Professionalism is a key tenet in our workplace. We treat each other no less than how we treat our guests. Come create career-supportive relationships with some of the best service professionals in the industry. Learn and grow with us. 


All VMFA staff enjoy free admission to special exhibitions, previews of special exhibitions, employee pricing for select museum programs and classes, and discounts at Amuse, Best Café and the VMFA Shop.

About the Work

The work is straightforward, and makes guests feel special

Here is how Event Coordinator accomplishes this goal: 

  • Participates in generating sales, following up on leads, booking internal clients to generate event revenue for VMFA Enterprise Operations; maximizes revenue for suggestive selling and creative event options
  • Performs site visits and has thorough knowledge of museum event policies and procedures; plans & troubleshoots events, works with different internal teams and vendors to accomplish the event goals
  • Coordinates and manages assigned events with professionalism and best in class hospitality and  customer service; supports the Events or Food Service Management on any other projects or assignments
  • Exhibits competency and understanding of Eventmaster software to provide information about all events booked or sold; provides guidance to other departments, and clients, regarding events, space rentals and calendar bookings
  • Exhibits a passion for weddings, rehearsal dinners, special occasions and receptions of all types and provides a welcome and inclusive environment for all clients
  • Dedicated on-site attendance for most events
  • Works directly with Event management to ensure the event is an excellent production; follows up with management to address concerns, issues to ensure successful events and return clients
  • Adheres to all safety practices,  including COVID-19 precautions and protocols

Minimum Qualifications:

  • Ability to read, write and comprehend directions and instructions; ability to add, subtract and figure percentages; computer literacy at a minimum level; ability to read basic floor plans
  • Ability to solve practical problems, multi-task and make sound decisions in an ever changing event landscape
  • Ability to negotiate, communicate contract terms and follow up on sales leads; closing deals
  • Ability to maintain a professional demeanor and appearance
  • Flexibility in supporting other event related activities or food service departmental needs
  • Ability to function efficiently, professionally and graciously in a fast-paced, high pressure environment providing excellent customer service and keeping a high standard of hospitality
  • Ability to bend, lift, handle, feel; reach with hands and arms, climb, balance, stoop, kneel, crouch, crawl, talk and hear; taste and smell
  • Ability to stand or walk for up to 10 hours; ability to life or move up to 50 pounds
  • Ability to set up and break down event areas, drape tables, set linens and glassware
  • Embraces and understands diversity, equity, and inclusion in the workplace
  • Knowledge of best practices for creating high-quality guest experiences in food service and events
  • Knowledge of best practices in serving alcohol, ABC management and service guidelines; wine, beer and spirits knowledge preferred
  • Ability to work a flexible schedule to include days, evenings, weekends and holidays

Preferred Qualifications:

  • Prior fine dining or food service experience, particularly in event service
  • Knowledge of ABC best practices and regulations’ RSVP or TIPS training
  • Experience leading teams and providing support to management
  • Knowledge of fine dining, beer, wine and food is also preferred
  • ServSafe certification

Special Requirements

Selected candidates must pass a criminal history background check.

Special Instructions for Applicants:

Please submit three (3) references. Provide full name, phone number and email address. References may be attached in a separate document in the “other” field in the portal; or they may be included with the resume or cover letter.

Professional references are preferred. Other reference types will also receive consideration. References should be able to attest to your knowledge, skills, and abilities, especially qualifications relevant to the position for which you are applying.

Interested individuals must submit an online application. Posting will close at 11:59 pm on September 22, 2022.  

Please contact the HR office at recruitment@vmfa.museum if you need assistance. 

VMFA is an EEO/AA and Virginia Values Veterans (V3) Certified Employer. Diverse and inclusive hiring practices are at the heart of what we do at the Virginia Museum of Fine Arts.  Read more


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