Operations Coordinator

Manages facilities rental program and group sales. Under general supervision, works with clients, staff, and volunteers to plan, organize and implement events at the Museum, including education, private, in-house and volunteer group function. Enforces policies and procedures for all events. Manages Master Calendar; assists Executive Director and Advancement Manager.

Duties and Responsibilities – Essential Functions 

• Develop and manage business plan to track profitability or events programs.
• Prepare the Events annual budget of projected expenses and income for Advancement Manager.
• Prepare work orders and purchase orders for each separate event and operations
• Plan and/or schedule events held at the Museum.
• Handle all inquiries regarding Museum rentals, facility use and Administration functions.
• Attend planning sessions to coordinate set-up and procedures.
• Maintain the facilities Master Calendar with complete information on all events.
• Supervise the work of the event vendors, caterers and the kitchen staff.
• Maintain copies of signed contracts for all private events.
• Coordinate with Business Office, the invoicing of all clients.
• Maintain the Museum’s inventory of equipment and in-kind supplies related to events and office
• Keep abreast of and enforce ABC laws.
• Purchase and maintain the inventory of all alcoholic beverages for the museum.
• Supervise staff assigned to events.
• Supply pertinent information to the Gallery Guide staff.
• Create, obtain affirmation and enforce consistent written policies for all events.
• Report events attendance breakdown to Gallery Guide department.
• Assist Executive Director and the Advancement Manager & Board Liaison with administrative duties, keep
managers current with logistical issues at the Museum.
• Support Advancement Manager & Board Liaison with all board meeting scheduling, minutes, reports,
attendance and logistics.
• Coordinate facility projects with the Director of Facilities.
• Support Education and Public Engagement Manager with event logistics.
• Assist as required in related duties.

Minimum Qualifications for consideration: 

Education: Four year college degree.
Professional Experience: 2 years’ experience in the Events and logistics field
Knowledge/Skills/Abilities: Excellent verbal and writing skills. Excellent organizational skills. Knowledge of Donor Perfect, Microsoft Windows, MS Word, MS Excel and MS Outlook. The ability to lift boxes and other objects weighing up to 25 pounds to waist height. The ability to set up and break down the museums folding chairs and tables of various sizes

Desirable Qualifications/Attributes:

Non-essential Functions: None
Desirable functions: Ability to work well with others as well as the ability to observe and anticipate client needs
Additional Education, Certification or Professional Designations:
Working Conditions: Normal office environment as well as event supervision during receptions and meetings. Occasional local travel to purchase supplies for events and between the two museum’s locations. Possible regional and national travel for professional development. Ability to work evenings and weekends.
Supervisory responsibilities: Event Assistants



On-Call Part Time Events Staff 

The Monterey Museum of Art seeks an energetic, flexible, reliable and collaborative team player to assist with special events. This is an on-call, part-time, temporary position supporting various special events and Museum programs. Under the direction of the Operations Coordinator this person will set-up and break-down; tables, chairs, podiums, bars and move furniture as needed for a variety of room configurations. Must be able to lift 40lbs to waist level.

AV technical skills a plus. Must be able to work nights and weekends. Hours vary per event.


Monterey Museum of Art is an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.