Event Coordinator - Aspen Art Museum : Job Details

Aspen Art Museum Job Description: Event Coordinator Reports To: Hospitality and Operations Manager General Overview The Event Coordinator supports the planning and execution of the Aspen Art Museum's internal and external events, including membership previews, patron gatherings, artist programs, and select private rentals. This position works closely with the Hospitality and Operations Manager to ensure each event reflects the Museum's standards of excellence and hospitality. The ideal candidate is detail-oriented, proactive, and thrives in a collaborative, fast-paced environment. Essential Duties and Responsibilities Museum Events

• Coordinate logistics for internal Museum events, including member previews, receptions, dinners, talks, and cultivation events.
• Manage event timelines, run-of-show documents, and staff assignments in coordination with the Hospitality and Operations Manager.
• Assist in the creation and sending of invitations and email reminders, as well as the tracking of RSVPs and guest details.
• Support the Development team with guest check-in, name tags, seating assignments, and onsite hospitality.
• Attend walkthroughs with departments (Curatorial, Education, Facilities) to understand needs and support execution.
• Oversee event setup and breakdown, liaising with AV/Tech, Security, and Maintenance teams to ensure smooth operations.
• Provide clear direction to temporary event support staff and vendors.
• Track event expenses, manage vendor invoices, and assist in maintaining event budgets.
• Draft post-event summaries with guest attendance, notes, and recommendations for future improvements.

Facility Rentals

• Support the execution of external facility rentals, serving as the onsite liaison for clients and ensuring a high level of service.
• Assist in coordinating logistics for rental events in collaboration with the Hospitality and Operations Manager.
• Help monitor facility calendar and prepare reports on rental activity when requested.
• Execute contracts, monitor payments, certificates of insurance, and other documents for Rental clients

Administrative & Cross-Departmental Support

• Maintain organized event files, timelines, and vendor contact lists
• Support departmental meetings by preparing agendas and event status updates.
• Participate in regular interdepartmental check-ins to ensure consistent communication and coordination across teams.

Qualifications

• Bachelor's degree and 1-3 years of experience in event planning, hospitality, or related field.
• Excellent communication and organizational skills.
• Ability to manage multiple events and deadlines simultaneously.
• Strong attention to detail and ability to anticipate needs.
• Comfort working evenings and weekends as needed for events.
• Positive, team-oriented attitude with a commitment to exceptional guest experience.

This is a full-time position that includes regular evening and weekend hours. The annual salary range for this role is $65,000-$75,000. Aspen Art Museum offers a competitive package of benefits, including paid time off, flex time, fully paid premiums for medical/dental, generous HSA contribution and vested 401k match. APPLICATION INSTRUCTIONS All applications must be accompanied by a cover letter and résumé. Cover letters should be responsive to the mission of Aspen Art Museum and the responsibilities and qualifications presented in the prospectus. Review of applications will begin immediately and continue until the successful candidate has been selected. All inquiries will be held in confidence.