Event Manager - Grand Rapids Public Museum

Posted on 7/3/25

FLSA Status: Salary, Exempt

Hours: Full-Time - 40 hours per week, days, nights, weekends, and holidays (as required)

Compensation: $51,250 annually

The Grand Rapids Public Museum is the oldest and second-largest museum in Michigan. We are a place of never-ending learning and discovery, with programs and exhibits focusing on history, science, and culture. The employee culture of the GRPM is one of teamwork, excitement, and learning. As an integral part of the West Michigan community, the Museum is open daily to visitors and hosts after-hours public events, programs, private events, and weddings. Since the Museum facility is one of the most sought-after spaces for events, the business management of event programming is very important to the overall offerings by GRPM. The entire GRPM team works to create positive visitor experiences through engaging exhibits and programs, and a safe, clean, welcoming space.

SUMMARY: Responsible and professional work in the Grand Rapids Public Museum’s hospitality division, managing profitable facility rentals and event coordination between clients and contracted vendors. These scheduled events include receptions, banquets, meetings, fundraisers, seminars, programs, and other social gathering activities. The work scope of key performance areas includes planning, managing logistics, budgets, invoicing, and coordination of services to ensure a smooth running of an event. Managing risk(s) associated with an event and ensuring proper internal communication takes place for integrated services is a key performance expectation of this position. It also entails the recommendation of periodic updates to the event policies and procedures to remain current and efficient with operational goals and customer service objectives. Work is performed under the supervision of the Director of Hospitality.

RESPONSIBILITIES AND DUTIES including, but not limited to:

• Works in cooperation with the Director of Hospitality to provide revenue income for the Museum operations through profits on rental sales for scheduled events.
• Responsible for internal and external beverage operations, encompassing ordering, inventory management, staffing, and menu development.
• Assists in managing a profitable facility using the rental program in cooperation with appropriate staff. Actively markets and sells the Museum’s Rental Program to potential clients, aggressively seeking new and inventive sales markets and techniques.
• Contacts clients to provide information, estimates, and arrangements for all client rental/event services from the Museum; handles guests/vendor contract compliance processes. Assists other Hospitality staff in all areas that need additional service.
• Hires, supervises, schedules, and disciplines event staff. Arranges and/or conducts staff training on the sales, coordination, and successful implementation of events.
• Understands and enforces all applicable local and state laws. Works with the Director of Hospitality and other Museum departments to assure the protection of the Museum’s collections and the general safety of the guests and facility assets at all times.
• Before each event, inspect rental areas to ensure they are set up, clean, safe, and adequately contained to the specific rented spaces. Checks for last-minute attendance, schedule, special orders, new vendors, and any event changes.
• During events, implements necessary procedures to ensure that all aspects of an event are accomplished. Coordinates the arrival of all vendors; unloading, proper setup, reviews the Museum policy and procedures with vendors, supervises the teardown, and exiting the facility. Handles client/guest complaints and is present until – or has appropriate hospitality staff scheduled until the conclusion of the event to ensure that guest satisfaction and service standards are met.
• Prepare various reports of a routine nature, including post-write-up notes, and provide documentation of any unusual event or occurrence to the Director of Hospitality.
• Conduct data research, analyze information regarding event utilization to prepare future strategies for revenue growth; engage in recruitment activities for expanded growth. 7/2025
• Responsible for client/department invoicing and reports.
• Assists with the creation of a strategic plan for event operations and participates in the development of the annual budget for the events.
• Purchases necessary equipment and other hospitality supplies. Ensures that this equipment is secured and stored in an orderly and safe manner.
• May be expected to assume some of the responsibilities of the Director of Hospitality in their absence.
• Additional training may be required in other areas of the Museum, such as the Cafe and Retail operations.
• Other duties may be assigned as necessary.

WORKSKILLS:

• Strong people skills; works and communicates diplomatically and courteously with staff, other team members, volunteers, guests, departments, and key stakeholders to meet shared objectives and desired outcomes.
• Must be organized, dependable, punctual and possess a strong work ethic.
• Must have strong interpersonal and conflict-resolution skills.
• Must be proficient with various computer technology programs/systems.
• Maintain a professional appearance and demeanor.
• Ability to operate audio/video systems.
• Ability to utilize catering and/or event management software.
• Ability to perform contract compliance work.
• Familiarity with Google Workspace.

EXPERIENCE:

• Minimum of four years of event coordinating experience.
• Minimum of two years of experience managing or supervising staff.

QUALIFICATIONS:

• Ability to demonstrate critical thinking, problem-solving and decision-making skills.
• Proficient in managing time, projects, processes and resources to produce desired outcomes.
• Demonstrate strong written and organizational skills with attention to detail.
• Proven ability to function effectively in a team environment, as well as work independently.
• Ability to work tactfully and effectively and follow oral and written instructions.
• Ability to resolve conflicts and work well with other managers.
• Ability to be flexible, maintain a positive attitude and lead by example.
• Possess TIPS or TAM certification or ability to successfully obtain one.
• Considerable knowledge of building safety, facility use, rental policies and procedures.
• Experience with a wide variety of vendors, including, but not limited to, Caterers, Florists, DJs, Musicians, Valet Services, and other approved activities for rental clients.
• Ability to supervise staff and enforce strict standards of service and appearance.
• A valid Michigan driver’s license is required.

EDUCATION:

● A Bachelor’s Degree is required.

PHYSICAL DEMANDS:

● Must be able to move, bend, stoop, reach, and lift up to 50 pounds.

WORK ENVIRONMENT:

● Professional business setting with friendly interaction