Events Specialist - Detroit Historical Society

Posted on 8/4/26

Job Title: Events Specialist, Part Time

Department: Programs & Events

Reports to: Fundraising Events Manage

Hourly Wage: $19.00 per hour

History saved and preserved is the foundation for strong, vibrant communities and future generations. The Detroit Historical Society’s mission is to tell Detroit’s stories and why they matter. Founded in 1921, the Society has been bringing together diverse voices and communities around the stories of the region to find their place in the present and inspire the future for over one hundred years. Located in Detroit’s cultural district, the Society administers and develops exhibitions and programming for the Detroit Historical Museum, the Dossin Great Lakes Museum on Belle Isle, and our Collection Resource Center at Historic Fort Wayne. The team cares for over 250,000 artifacts in its collection and relies on a staff of over sixty individuals to help continue to bring Detroit’s vibrant stories to life.

Position Description

The Detroit Historical Society is seeking an Events Specialist with restaurant, catering, bar, or food service experience to support the Events & Public Programming department across both the Detroit Historical Museum and the Dossin Great Lakes Museum. This part-time position was created to provide dedicated, skilled implementation support to the Fundraising Events Manager and the Public Programs Manager as they execute a full and varied calendar of museum events throughout the year.

The Events Specialist is a versatile, reliable, and experienced events professional who brings practical expertise to a wide variety of event types — from intimate curator-led tours and community programs to large-scale fundraising galas and ticketed special events. This role is hands on and focused on excellent execution: the Specialist works closely with both Managers to ensure that every event the Society produces is implemented with precision, professionalism, and the warmth that defines the Detroit Historical Society's guest experience.

The hybrid schedule for this position - working primarily on-site but remotely as coordinated – is based on the work week of Monday-Friday with regular evening & weekend availability required to support programs & events.

Major Responsibilities

Pre-Event Planning & Coordination Support

• Assist the Fundraising Events Manager and Public Programs Manager with logistical planning and coordination tasks for assigned events, as directed, including vendor communication, supply procurement, timeline development, and event order preparation.
• Research and source vendors, equipment, supplies, and services as needed to support event production; provide recommendations and coordinate quotes for Manager review.
• Assist with the design and review of event floor plans and setup diagrams, applying knowledge of fire code requirements, ADA accessibility standards, and guest flow best practices.
• Prepare, organize, and distribute event materials including signage, printed programs, name tags, registration lists, and collateral as assigned.
• Support the coordination of event volunteers and Event Operations Staff in advance of and during assigned events, as directed by the supervising Manager.
• Conduct pre-event site inspections and walkthroughs at both museum locations to confirm readiness and identify any issues requiring attention prior to guest arrival.

Day-of Event Implementation

• Serve as an experienced on-site implementation lead or co-lead for assigned events, working under the direction of the Fundraising Events Manager or Public Programs Manager.
• Oversee or assist with event setup, including furniture and equipment placement, décor installation, AV configuration, catering coordination, and signage placement, ensuring all elements conform to the approved event order and floor plan.
• Manage event flow and timing on event day, keeping the run-of-show on track and communicating proactively with the supervising Manager, vendors, and staff.
• Serve as a knowledgeable and professional point of contact for vendors, performers, presenters, and venue staff during event implementation.
• Monitor guest experience throughout events, anticipating needs, resolving issues with professionalism, and escalating significant concerns to the supervising Manager.
• Ensure compliance with museum policies, applicable fire safety codes, Michigan Liquor Control Commission alcohol service requirements, and ADA accessibility standards during all events.
• Oversee or assist with event teardown, including the breakdown and proper storage of furniture, equipment, and supplies; ensure venues are returned to their pre-event condition.

Fundraising Event Support

• Provide specialized implementation support for the Society's portfolio of fundraising special events, which may include large-scale ticketed galas, themed social events, patron dinners, auction events, and donor cultivation experiences.
• Assist with event set up, guest registration, check-in, seating coordination, and patron management at fundraising events, ensuring a polished and welcoming arrival experience for all guests.
• Support the management of auction items, fund-a-need appeals, sponsorship recognition, and event revenue activities as directed by the Fundraising Events Manager.
• Assist with the coordination of event entertainment, speakers, and program elements, ensuring all parties are briefed, on time, and set up for success.

Physical Requirements

• Ability to stand and walk for extended periods during programs and events (up to 8+ hours).
• Ability to lift, carry, push and pull items up to 50 pounds occasionally with or without reasonable accommodation; coordinate team lifts for heavier items.
• Ability to bend, stoop, kneel, and reach during event setup and teardown.
• Ability to move through-out both museum facilities, including areas accessible only by stairs.
• Ability to work in varying indoor and outdoor conditions, including evening outdoor programs at the Dossin Great Lakes Museum.
• Ability to operate a computer and related technology for extended periods.

General Responsibilities

• Complete event reports, post-event checklists, and incident documentation accurately and in a timely manner following each assigned event.
• Provide feedback and observations to the supervising Manager following events, identifying logistical successes, challenges, and recommendations for future improvements.
• Maintain organized files, supply inventories, and records relevant to assigned events as requested.
• Completes other duties and projects as assigned, directed, or as required to facilitate Society business.

Required Qualifications for Successful Position Performance

• Demonstrated restaurant, catering, bar, or food service experience.
• Demonstrated experience with event management and implementation with a variety of events and strong real-time problem-solving skills and demonstrated ability to exercise professional judgment independently during events.
• Interest in having a hands-on role for both fundraising/gala-style events and community or cultural program events.
• Solid working knowledge of event logistics, including venue setup, vendor coordination, AV management, catering oversight, and guest services.
• Ability to serve effectively in a supporting role under the direction of a supervising Manager, as well as independently lead implementation tasks when delegated.
• Professional demeanor and strong interpersonal skills; comfortable working with donors, board members, community guests, vendors, and museum staff with equal poise.
• Strong organizational skills and attention to detail; comfort working under pressure and in changing environments and being able to manage multiple tasks simultaneously on high-pressure event days.
• Practical bar/event beverage experience, including familiarity with Michigan Liquor Control Commission regulations pertaining to alcohol service at special events.
• Must have reliable transportation; ability to travel between museum locations regularly, and occasional travel within the Detroit metro area (partner meetings, community events, professional development, etc).
• Ability to work a flexible schedule that includes regular evenings and weekends.

Preferred Qualifications

• Demonstrated event implementation experience, including lead roles on large-scale (200+ guest) events.
• Experience working in a museum, cultural institution, historic site, or nonprofit organization.
• Familiarity with event floor plan software (Social Tables, AllSeated, or equivalent).
• Experience coordinating tour-based programs, off-site events, or walking programs with public audiences.
• CPR/First Aid certification (or willingness to obtain upon engagement).
• Bilingual or multilingual skills — particularly Spanish, Arabic, or Bengali — are a meaningful asset in serving Detroit’s diverse event audiences.
• TIPS Certification preferred.
• Established familiarity with the Detroit arts, history, and nonprofit community.

Education and Experience

• 1-2 years work experience in events, catering, or similar field.
• High School diploma, Bachelor’s degree is preferred; comparable knowledge and experience will be considered.
• Previous nonprofit events & catering experience a plus.

Benefits

• Paid Parental Leave after 12 months of qualifying service in coordination with FMLA.

Candidates must have reliable transportation and be willing to undergo a criminal background check and provide references (as needed/requested). Please note the hourly wage prior to sending a résumé and cover letter to the Human Resources Department at humanresource@detroithistorical.org.

No phone calls, please.

EEO Statement

Detroit Historical Society is committed to the principles of equal employment. We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation , marital status, military service and veteran status, disability, genetic information, height, weight, or any other status protected by federal, state, or local laws and ordinances. The Organization is dedicated to the fulfillment of this policy in regard to all aspects of employment, including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.