Museum Events Coordinator

Looking to join our team? Here’s what we’re looking for!

Ready to combine your event-planning expertise with one of the world's most exciting collections of automotive history? When plans change at the last minute, are you the person who stays calm, solves problems, and keeps the event running seamlessly? Are you energized by building relationships with clients, vendors, and community partners while creating memorable events people talk about long after they end? Are you someone who is resourceful, proactive, and thrives with broad direction rather than day-to-day oversight? If this sounds like you, keep reading!

We believe strongly in our company values and live them out each day! We work together as One Team across all departments, Choose Positivity in everything we do, put People First, encourage speaking up because You Have a Voice, and above all else we are Driven to Succeed. If you can embrace these values and they align with how you work, then we’d love to chat with you!

Job overview

The Event Coordinator is responsible for building relationships and increasing engagement and awareness for the Museum of American Speed. This role plays a key part in attracting partners to utilize the museum’s event space for private and corporate functions.

This position independently manages the day-to-day planning, coordination, communication, and execution of all internal and external museum events. The Event Coordinator will collaborate closely with Operations, Management, Development, and Volunteer teams to ensure successful event delivery.

This individual serves as a subject matter expert in showcasing the museum’s automotive exhibits and collections, helping create memorable and high-quality guest experiences.

Here are the specifics:

• Plan and execute Museum of American Speed events, maintaining ownership of event details from start to finish.
• Coordinate event space contracts, including booking space and collaborating with museum and volunteer staff to manage food and beverage, supplies, and audiovisual equipment.
• Work with marketing and venue teams to order and create appropriate signage and décor, ensuring that all visual elements meet quality expectations (e.g., florals, linens, color schemes).
• Conduct research and site visits to evaluate event opportunities and provide recommendations.
• Work with clients to design room layouts and adjust plans based on event needs.
• Identify and recommend process improvements to enhance event planning and execution.
• Serve as the primary point of contact for vendors, resolving issues before, during, and after events.
• Support on-site event setup, execution, and teardown as needed.
• Prepare event materials, including nametags, registration lists, seating cards, and signage.
• Maintain accurate event details within the shared calendar, ensuring updates and changes are tracked.
• Close out events by completing invoicing, coordinating acknowledgments for vendors and donors, and ensuring the facility is secured.
• Prepare and present event financial summaries to Museum leadership, including revenue, expenses, and profitability, to support decision-making and future planning.
• Track event financials, including invoices, check requests, and collections; partner with Accounting and utilize the Square system for payment processing.
• Draft and update event rental agreements and meet with prospective clients to review event space options.
• Track event profitability and provide regular financial reporting to Museum ownership, including revenue, expenses, and margin analysis.
• Maintain a high level of professionalism while supporting overall Museum operations.
• Collaborate with the Operations Manager on project management, scheduling, and reporting needs.
• Provide cross-functional support to other departments, including Restoration, Accessioning, and Digital Content, as needed.
• Manage assigned budgets and ensure expenses align with approved financial plans.
• Maintain regular, reliable, and punctual attendance.
• Adhere to all company policies, procedures, and safety protocols.
• Take ownership of assigned responsibilities and follow through on commitments.
• Embrace and live out Speedway Motors core values.
• Adapt to changing priorities and demonstrate flexibility in a dynamic work setting.
• Seek opportunities for continuous improvement and professional growth.
• Perform other duties as assigned.

This posting will close Friday, July 17th at 5:00pm CDT.

We’ll take care of you – here's how!

We put our employees first, and care about your well-being and personal life. From a competitive benefits package and 401k plan to growth opportunities, we have your best interest in mind, always.

• Comprehensive Health, Dental and Vision Insurance

• Retirement Plan with Company Match

• Paid Time Off

• Paid Holidays

• Continuing Education Reimbursement

• Wellness Program and Healthy Living Reimbursement

• Discount on Speedway Motors Product, Rent Discount for all Speedway Properties, and Referral Bonuses

• Growth Opportunities
• Paid Parental Leave
  

• Opportunity to utilize your strengths and be creative

Work Environment

• Ability to rarely lift and carry <25 lbs. and rarely push/pull up to 50 lbs.
• Work may be performed while either standing or sitting at desk, thus amount of sitting and standing can be from rare to constant, dependent upon employee’s preference
• Occasional walking, bending, reaching and twisting
• Frequent pinching, grasping and fine manipulation with fingers to use computer
• Heated and air-conditioned indoor office work with occasional outdoor events

What you’ll need to succeed in this position:

• At least 2 years of experience in an office setting and 1 year of experience in coordinating events.
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, and mail merges; email and web searches.
• Capable of maintaining sensitive/confidential information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication.
• Ability to work flexible hours, including evenings and weekends during events.
• Customer service mindset with a proactive and collaborative attitude.
• Comfortable working in fast-paced, hands-on environment.
• Self-starter who can independently manage multiple projects, make sound decisions, and drive events from concept through completion with minimal supervision.
• Possess a high degree of initiative and accountability

If this sounds like you, we would love for you to join our Speedway Team! Please include your resume and cover letter to help us get to know you better.

About the Museum of American Speed:

The Museum of American Speed is a world-class automotive history museum founded by Speedway Motors. Our mission is to preserve, celebrate, and share the stories of American automotive innovation, racing, and engineering. With thousands of artifacts, rotating exhibits, and one-of-a-kind collections, the museum attracts visitors from around the world. Our team is passionate about creating a welcoming, engaging experience for every guest while honoring the legacy and culture that make this museum truly special.