JOB POSTING
Position Title: Special Events Coordinator
Department: Development
Reports To: Senior Manager of External Affairs
Position Classification: Full-time, Hourly (Non-Exempt), Benefits-Eligible
Work Location: Onsite at the Queens Museum
Work Schedule: Full-time (4-5 days/week) ; mornings, evening and weekend work is required to support fundraising events, donor activities and rental events.
Salary Range: $25/hr to $32/hr
Management Classification: Non-Supervisory
About the Queens Museum
The Queens Museum is dedicated to presenting the highest quality visual arts and educational programming for people in the New York metropolitan area, and particularly for the residents of Queens, a uniquely diverse, ethnic, cultural, and international community.
The Museum fulfills its mission by designing and providing art exhibitions, public programs, and educational experiences that promote the appreciation and enjoyment of art, support the creative efforts of artists, and enhance the quality of life through interpreting, collecting, and exhibiting art, architecture, and design.
Position Overview
The Special Events Coordinator (SEC) reports directly to the Senior Manager of External Affairs and will work closely with colleagues in Development and other departments across Queens Museum, as well as external clients. The SEC will be responsible for developing, executing, cultivating and overseeing the Museum’s space rental program, including private and corporate rentals—such as studio and film rentals, birthday parties, weddings, galas, and meetings—to generate earned revenue contributions. This role entails overseeing full event operations and administrative coordination. Occasional evening and weekend work is required in connection with fundraising events, donor activities and rental events. The SEC reports to and works closely with the Senior Manager of External Affairs (SMEA).
Essential Functions
Support and lead the planning and execution of the Museum’s Special Events, Rentals, Fundraising Events, Cultural Programming, Birthday Parties, Membership Events and Annual Events (Annual Gala and Spring/Summer Party)
Develop a list, relationship and contracts with preferred caterers and vendors
Serve as the primary point of contact for internal stakeholders, donors, vendors, and external rental clients to support successful space rental and event execution
Manage event calendars, supplies, invoice processing contracts, permits, certificates of insurance and other compliance related documentation as well as other administrative functions
Track rental space and rental events revenue
Coordinate event production details such as pre-event planning meetings, floor plans, catering, audiovisual needs, signage, décor, vendor arrivals transportation, security, setup, breakdown and on-site staffing assignments during events
Oversee space rentals and events - mornings, nights and some weekends are required
Prepare post-event summaries, reconcile attendance and revenue data, gather feedback, and recommend improvements to strengthen future events and guest experience
Provide onsite event registration and rental guest experience support
Maintain existing and develop and market new rental space opportunities through various different avenues - studio and film rentals, birthday parties, weddings, galas, and meetings
Research new rental and funding prospects and support all efforts to identify, cultivate, and steward new and existing donors and revenue
This list represents the essential functions of the role, this list does not constitute an exhaustive list of job functions
Skills & Qualifications
Demonstrates initiative, detail oriented, resourcefulness and a creative approach to problem-solving
Thrives in culturally diverse settings
Displays a high level of support for colleagues, builds professional and respectful relationships with others
Ability to exercise sound judgment, discretion, and confidentiality when working with donor, financial, and guest information
Adaptability and flexibility
Ability to work independently and as a team player in a fast-paced environment, handling multiple tasks and adhering to deadlines
Proven ability to generate earned revenue and create new revenue generating opportunities
Prior experience planning large scale events, rentals and donor programs
Ability to manage multiple priorities and meet deadlines in a fast-paced environment; flexible and hands-on, with a willingness to assist wherever needed before, during, and after events
Ability to think creatively, synthesize information effectively, and tailor information to appeal to a broad spectrum of funder interests
Ability to anticipating needs, identifying potential issues early, and following through on details from planning through wrap-up
Requirements
3+ years of experience in nonprofit fundraising and event planning and operations, sales and revenue generating experience in a cultural organization or non-profit setting
Familiarity with fundraising software or CRM tools
Availability to work onsite at the Queens Museum and mornings, nights and weekends as required
Comfortable with lifting, moving, or transporting event materials as needed and standing or walking for extended periods during events
Excellent written, verbal and organizational skills
Strong computer skills; Proficient in Google Suite and Adobe Acrobat
Benefits
This is a full-time benefits eligible position to participate in the following benefits:
Generous Paid Time Off including Vacation, Sick Leave, and Personal Days
Paid Holidays
Medical, Dental, Vision Benefits
Retirement Benefits (401K savings plan, Pension plan, and Life Insurance policy)
Employee Assistance Program
Free affiliate admission to most American Museums
How to Apply
CLICK HERE TO APPLY THROUGH OUR ONLINE CAREERS PORTAL
Submit the following materials Applications are due at 11:59 PM on Friday, November 6, 2026
A resume outlining your work experience
A cover letter describing your interest in this position
Please note that due to the high volume of applications, only complete applications including a cover letter will be considered for an interview. Late applications will not be considered for this position.
Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.
Interview Schedule
Candidates selected for interview will meet with the QM’s hiring committee on the following dates:
Introductory interview (Zoom): TBD
Final interview (onsite at the QM): TBD
Anticipated start of work: Mid-November 2026
Please note: only candidates selected for interviews will be contacted.
Living Land Acknowledgment
The Queens Museum would like to acknowledge the past, present, and future generations of Matinecock, Canarsie, Lekawe (Rockaway), Munsee Lenape, and the interconnected Matouwac communities across the Greater Long Island region, as stewards of the land.
As both a museum of art and a historic site built on unceded Indigenous lands, the Queens Museum is committed to working towards a living land acknowledgment built on listening, collaboration, and action together with Indigenous communities. We recognize the ongoing impacts of the violent colonial displacement of Native people–as well as the displacement of animal relatives and the disruption of natural ecosystems–by the United States.
We invite our communities to join us in taking action now by devoting time to taking care of the land, whether this be cleaning up your local park or donating to an Indigenous-led advocacy group.
EEOC Statement
The Queens Museum is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, familial status, marital status, military status, sexual orientation, genetic information, HIV status, arrest record, gender identity, gender expression, transgender status, genetic information, domestic violence victim status, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.