This position is 100% on-site.
Overview: The Public Affairs & Art Programs Coordinator turns priorities set by the Director of Public Affairs and member committees into organized programs, events, communications, records, and follow-through. The role focuses on administration, project management, event coordination, documentation, and execution.
Primary Allocation of Responsibilities:
- 60% Public Affairs: Committee operations, Event Tracker, programs, meetings, communications, records, budgets and follow-through
- 20% Art Programs & Collections: Collection administration, TMS/eMuseum support, Third Floor Gallery operations, exhibitions, art events and documentation
- 20% Member Events: Eventbrite, guest experience, cross-department event execution, relationship cultivation and prospective-member engagement
Essential Functions:
1. Committee Operations
- Supports the Director of Public Affairs and PAC and Art committee leaders in carrying approved priorities forward.
- Coordinates committee and subcommittee meetings, including calendars, rooms, notices, agendas, materials, attendance, minutes, decisions, action items, and follow-up.
- Maintains rosters, official records, historical documents, resolutions, approvals, and committee communications.
- Uses approved recording, transcription, Copilot, and AI-assisted workflows to prepare accurate meeting documentation for review.
- Research Public Affairs and Art topics, speakers, artists, and works; prepares materials and descriptions; and updates approved records.
2. Event Management
- Coordinates PAC and Art programs, civic observances, receptions, gallery events, exhibitions, and other assigned activities from planning through follow-up.
- Develops timelines, task lists, budgets, registration plans, run-of-show materials, participant requirements, and responsibility assignments.
- Coordinates room reservations, setup, food and beverage, audiovisual needs, signage, registration, access, and other details with Club departments.
- Manages Eventbrite, guest lists, event communications, schedules, biographies, photographs, presentation materials, arrival details, and hospitality.
- Provides on-site support, resolves operational issues, and documents attendance, outcomes, outstanding items, and lessons learned.
3. Member, Guest, and Partner Engagement
- Cultivates professional relationships with members, guests, partners, speakers, artists, and prospective members; coordinates approved participation and maintains accurate records.
- Provides timely, welcoming communications and ensures programs reflect the Club’s standards for hospitality, professionalism, and member experience.
4. Art Programs, Gallery, and Collection Administration
- Coordinates the Collection Management Committee audit; reconciles physical works with TMS and eMuseum records; identifies gaps; and tracks completion.
- Enters approved TMS corrections and updates, documents procedures, and assists with eMuseum enhancements.
- Maintains artwork and space lists, prepares committee materials, coordinates approved artwork moves, and documents completion.
- Tracks loans, acquisitions, and deaccessions; prepares review files and correspondence; and maintains records and system updates.
- Manages Third Floor Gallery administration, including artist files, contracts, W-9s, calendars, catalog materials, communications, installation logistics, sales, payments, and artwork pickup.
- Maintains the Distinguished Artist roster, profiles, engagement history, invitations, opportunities, and follow-up.
5. Financial, Records, and Administrative Management
- Tracks budgets, expenses, invoices, payments, sales activity, and supporting documentation.
- Maintains organized files, calendars, databases, contacts, templates, procedures, deadlines, and completion records.
- Uses reporting tools to reconcile information, identify gaps, document approvals, report status, and preserve institutional knowledge.
6. Technology and AI Enablement of Event and Committee Process
- Uses Microsoft 365, Copilot, Eventbrite, PAC Tracker, databases, spreadsheets, shared files, and other approved systems to manage work and records.
- Uses AI-assisted tools responsibly and improves repetitive work through templates, automation, documented processes, and human review.
Required Qualifications and Skills:
- Relevant professional experience, education, training, or an equivalent combination; a bachelor’s degree is not required.
- Experience coordinating programs, events, projects, committees, executive activities, membership activities, or comparable operations.
- Ability to manage concurrent calendars, deadlines, projects, budgets, expenses, invoices, and records with accuracy and follow-through.
- Proficiency with Microsoft 365, Copilot, spreadsheets, databases, registration platforms, digital files, and project-tracking systems; willingness to learn new technology.
- Excellent communication, judgment, discretion, organization, attention to detail, and professional presence.
- Energy, initiative, hospitality, and a composed, solutions-oriented approach when priorities change.
- Ability to collaborate with volunteer leaders and staff across Club departments.
Preferred Experience:
- Coordinator or project-management experience in a membership organization, professional association, chamber of commerce, nonprofit, university or alumni office, private club, event environment, museum, or comparable organization.
- Experience with registration platforms, committee administration, meeting documentation, financial tracking, and cross-functional event coordination.
- Interest in public affairs, civic or community engagement, cultural programming, membership organizations, or nonprofit administration.
Work Environment, Schedule, and Scope:
- This full-time, member-facing position is on-site; telework is not available.
- Occasional evening hours are required for assigned programs, exhibitions, receptions, and special events.
- This position does not supervise interns or other employees.
- Member committees and chairs provide authorized strategic or curatorial direction; the coordinator executes approved decisions.
