The Mission of Wellfleet Preservation Hall (WPH) is to create and nurture community connections. We imagine and generate year-round opportunities for the community to learn, grow, celebrate, and enjoy the Outer Cape, provide experiences for all generations and ethnicities, and support economic vitality through the promotion of arts and culture, and protect and preserve the Hall.
Job Title: Private Events and Special Projects Coordinator
Reports to: Executive Director
Location: Wellfleet, MA
FLSA Status: Full-time, exempt
Salary range: 52,000-65,000, plus some benefits
Position Overview
Working under the direction of the Executive Director, the Private Events and Special Projects Coordinator will be responsible for coordinating private events, managing aspects of WPH fundraising events, and ensuring the facility is operating smoothly on a day to day basis to accommodate events and special projects at the Hall, and house managing some public events. They would also be responsible for developing and growing special programming, to include, but not limited to, arts education programming for all ages. This is a full time position with some benefits.
Duties and Responsibilities:
1) DEVELOPMENT OF THE PRIVATE EVENT PROGRAM:
Private events are a critical aspect of the Hall’s financial health enabling the organization to carry out its mission and as such must continue to provide a significant portion of the budget.
Work w/ Executive Director to develop financial targets/goals for private events.
Develop and execute a strategic plan for marketing private events (weddings, parties, celebrations, memorials and for non-profit, community and business groups for meetings/gatherings/conferences, ) and WPH fundraisers.
Seek out / maintain collaborations and partnerships, specifically with wedding vendors.
Respond to incoming (email, phone, in-person) inquiries about private events.
Meet with prospective clients for site visits (requires familiarity/understanding of operation of all facility resources including AV, climate control, kitchen, bar.)
Negotiate contracts with clients for facility use.
Coordinate availability on master schedule (internal.)
Serve as liaison with event related vendors (caterers, bartenders, rentals) as well as applying and renewing necessary operational licenses.
Serve as on-site facility manager on event days.
Track event finances including invoicing and reporting.
Review and recommend any restructure and updates to contracts as needed for approval.
2) MANAGE WPH FUNDRAISING EVENTS and SPECIAL PROGRAMMING
Wellfleet Preservation Hall produces several Special Events spaced throughout the year to raise funds to maintain the venue and to carry out its mission.
Work with the Executive Director and Event Committee on logistics of all Special Events & Fundraising.
Manage/coordinate marketing, communication, logistics, purchases, finances and sponsorships of all Special Events/ Fundraising.
Create new opportunities for fundraising opportunities
Develop/cultivate relationships with other organizations for partnerships (local schools, businesses, etc.)
Create/continue/maintain business sponsorship program
Cultivate relationships with donors
Serves on development committee and other pertinent committees as assigned by Executive Director
Develop and grow special programming opportunities, like the art education programming (Open University collaboration, youth art class scheduling, teacher recruitment, and planning.)
Develop other innovative special programming to benefit the community.
3) Assist with Volunteer Coordination
Help recruit, train, maintain relationships with volunteers
Help organize volunteer appreciation events
4) MANAGE ALCOHOL/BAR PROGRAM:
The Hall has a liquor license and is therefore able to order/serve alcohol at all events at the discretion of rental clients as well as at Hall programs and events.
Regularly manage/maintain bar inventory
Work with clients for appropriate event bar packages
Order all bar supplies- this includes working with the public event coordinator to ensure appropriate quantities are ordered.
Track and record use, take monthly inventory
Prepare and staff event bars for private and special events
5) GENERAL MAINTENANCE/UPKEEP OF THE HALL
Works with the entire Hall staff to provide and maintain a welcoming, safe, clean and stimulating environment for all.
Greet visitors and help with day to day tasks to maintain the Hall
This position is also expected to house manage and run public events when needed during the wedding/private events “off season.”
Maintain and make sure all linens are clean and ready to use for events
Maintain order and inventory of flatware, glassware, silverware, all kitchen supplies
Qualifications:
Excellent oral and written communication skills
Collaborative, thoughtful, discreet working style
Committed to staying on Cape for the foreseeable future
Familiarity with the Outer, Lower and Mid Cape essential
Experience working in restaurants/catering a must
Bartending skills a plus
Experience in PR, marketing/promotions using social media platforms and creative advertising
Excel in project management
Excellent computer skills
Excellent time management skills
Ability to handle flexible working hours; must be able to work the weekends private events and fundraisers are scheduled
Ability to pay close attention to detail
Be able to work both independently and as part of a team
Be a problem solver who takes initiative
