Lewis Ginter Botanical Garden also has many volunteer opportunities. Learn more about volunteering at the Garden .

CURRENT JOB OPENINGS

Job Title:  Assistant Facility Events Coordinator                                             

Supervisor:  Facility Events Coordinator

Overtime Status: [Non-Exempt]

Job Summary:

Lewis Ginter Botanical Garden comprises 81 total acres, with 35 acres under intense cultivation and a conservatory with over 10,500 sq. ft. of display area.  The Garden accommodated 317,000 visitors in 2009, tens of thousands of diners, hundreds of rental groups, including weddings, plus numerous public events.  Lewis Ginter Botanical Garden’s mission is to educate its constituents about the world of plants, inspire exploration and understanding of the complex ecology of living systems, and advocate sustainability and stewardship of our planet.

In short, Lewis Ginter enhances people’s lives through exposure to the world of plants.

The Assistant Facility Events Coordinator reports to the Facility Events Coordinator and is responsible for assisting with the administration and logistics of in-house and rental events including weddings, corporate, non profit and private events, to ensure a quality experience for the rental client and their guests. This position will work closely with the Facility Events Coordinator, Meriwether Godsey event managers, and the Security Coordinator to ensure events run smoothly and in accordance with facility rental terms and conditions.

• On-site coordination of facility rental events scheduled Thursday – Monday (including weekend events).
• Serves as Lead for Facility Event Staff Assistants (FESA’s) on weekends and days with multiple events requiring event support.
• Supporting and assisting the Facility Events Coordinator on coordination of rental events.
• Creates a welcoming environment to all Garden guests.
• Supporting the Facility Events Coordinator and Manager of Guest Services and the overall guest experience.
• Cooperative efforts with all other Garden Departments and outsourced vendors.

Essential Duties and Responsibilities:

• Assists Facility Events Coordinator in the marketing, booking, documenting, tracking and execution of garden rentals and other events.
• Requires flexible schedule to include weekend, early morning and evening hours.
• Provides main point of contact, in conjunction with Facility Events Coordinator and Manager of Guest Services, for rental groups and individuals when on site.
• Functions as team leader (supervisory role) for Facility Event Staff Assistants during multiple events.

• Provides facility tours for drop-in and scheduled appointments as needed.
• Provides weekend wedding tours for drop-in and scheduled appointments as needed.
• Performs audiovisual tests with facility rental clients as needed, when available.
• Supports and enhances facility rental’s equipment rental services.
• Supports the Facility Events Coordinator as an advocate for all guests, with direct responsibility for rental event guests.
• Responds to guest feedback, keeping supervisors informed of desired results, and working towards established goals within budgetary and mission-driven constraints.
• Supports the standard operating procedures of the Facility Events Coordinator.

Other Duties and Responsibilities

• Ensures quality of initial guest encounters (in person or on the phone)
• Ensures guests find desired destinations and answers to questions as effectively as possible.
• Creates temporary event signage for facility rental events.
• Posts temporary event signage.
• Assists with coordination of guest arrivals and routing.
• Prepares facility rental marketing packages for admissions desk as needed.
• Ensures all mishaps, injuries and incidents are reported immediately and ultimately in writing to supervisor and the Assistant Executive Director for Finance and Operations.  Maintains records of all such reports.
• Willingly and cheerfully integrates work of department with the efforts of other departments (facility rental, catering, operations, and security and volunteers and garden shop as needed)
• Performs other duties as assigned by Facility Events Coordinator, Manager of Guest Services, Assistant Executive Director or Executive Director.

Physical Demands / Working Conditions

• Must be able to lift 20 pounds intermittently
• Must be able to work outdoors in all seasonal extremes
• Must be able to walk quickly between all garden venues

Note:  Duties described above have been identified as essential functions as required by the Americans with Disabilities Act. 

Number of Employees Supervised:   3-5 part-time Facility Events Staff Assistants during multiple facility rental events.

Education and Experience:  Bachelors or associate’s degree preferred, particularly in wedding coordination, event coordination or hospitality fields; minimum of one year of experience in event/wedding coordination, customer relations, hospitality, or museum guest services, etc. 

Skill and Abilities:  Excellent written and verbal communication skills. Comfortable communicating with individuals, small and large groups.  Demonstrated ability and speed with computers, Microsoft software programs and data base experience to include Word, Excel (workbook design and creation) and Outlook. Demonstrated energetic and proactive problem solving skills.  Demonstrated team building and leadership skills, cheerful, helpful and encouraging demeanor.

Forward resumes and cover letters to:

Ms. Kristen Hughes, Facility Events Coordinator, at facilityevents@lewisginter.org