Event Coordinator

Description About Us At Walton Arts Center/Walmart AMP, we strive to be the place where a diverse mix of talented people want to come, to stay and do their best work. We pride ourselves on bringing the best entertainment to our audiences in Northwest Arkansas, and we know our organization runs on the hard work and dedication of our passionate and creative employees. Walton Arts Center and the Walmart AMP aspire to be welcoming spaces where people can be their authentic selves. To truly embody our mission, we recognize the importance of reflecting the diversity of our community on our stages, in our audiences and within our workforce, volunteers and Board. ? Our organization is committed to creating a welcoming environment, guided by our core values: Relevance; Inclusivity; Sustainability; Excellence. Walton Arts Center/Walmart AMP is focused on promoting fairness and recognizes the value of diverse perspectives, backgrounds, and experiences. We believe these elements enhance the strength, creativity, and success of our team and the communities we serve. Walton Arts Center Inc. operates two campuses: a 1,200-seat proscenium theatre and 269-seat black box in Fayetteville and an 11,000-capacity outdoor Amphitheatre known as the Walmart AMP in Rogers, AR. Walton Arts Center has been Arkansas’ premier performing arts center for over 30 years and Walmart AMP has consistently been one of Billboard’s top-rated amphitheaters producing 30 plus concerts per season. Located in the beautiful Ozark Mountains, NWA (as the locals refer to it) includes Benton, Washington and Madison counties, with five cities: Bentonville, Fayetteville, Rogers, Springdale and Siloam Springs. The economic opportunity is unparalleled, but so is the lifestyle — see: 400-plus miles of mountain biking trails and paved pathways, a thriving arts community complete with world-class performing arts center and museums, a legitimate beer and food scene, and live music to enjoy. Best of all, it’s a place where everyone is welcome Position Overview The position of Event Coordinator (Part-Time) supports the onsite execution and administrative coordination of internal, special, and client rental events at Walton Arts Center, as directed by the Senior Event Coordinator. This role assists with internal and staff events, ancillary revenue programming, and the day-to-day logistics that keep the events department running, providing flexible support during evenings and weekends when the event schedule requires it. Requirements Principal Responsibilities (Essential Functions) - Assist with the coordination and onsite execution of a variety of events at Walton Arts Center as directed by the Senior Event Coordinator. - Support the execution of internal and staff events, including Volunteer Appreciation Night and staff celebrations. - Assist with ancillary revenue events such as cocktail classes, including setup, onsite support, and teardown. - Help maintain Event’s team inventory (linens, signage, décor, etc.). - Coordinate event vendor needs and communication as assigned. - Download, upload, and maintain event documents in Momentus/VenueOps and shared drives. - Assist with calendar upkeep, meeting scheduling, and client walkthroughs as needed. - Maintain collaborative internal cross-departmental relationships and perform related duties as assigned. - Maintain compliance with all company policies and procedures. Minimum Qualifications The work environment as well as the intellectual, social, and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A background in event planning or hospitality services is required. This position is based primarily at Walton Arts Center; some events and activations cross over to the Walmart AMP (for example, AMP Up the Arts) and may involve collaborating with the AMP team on guest-experience or brand-enhancement activations. Occasional travel between facilities may be required, so a valid driver’s license and access to reliable transportation are required. Education, Training, Traits - High school diploma, GED, or equivalent; one (1) year of professional or internship experience in an event planning or hospitality role preferred. - Must have excellent written and verbal communication skills; bilingual language skills a plus. - Must be detail oriented, including the ability to process numbers and financial data accurately. - Must be able to work quickly using a computer or a cell phone. - Must be available to work flexible hours including evenings and weekends as needed to meet the needs of the event schedule. - Ability to work under pressure and to handle high-stress situations and people with grace, tact, and a clear head. - Ability to work independently as well as with others to carry out assignments to completion. - Must maintain professional standards and reputation when interacting with the public as a representative of the organization in the community. - Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards. - Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards. Work Experience One (1) year of professional or internship experience in an event planning or hospitality role preferred; equivalent experience considered. Physical Demands - Frequently stand and walk for extended periods on concrete, grass, uneven terrain, and inclined surfaces. - Frequently bend, kneel, crouch, crawl, reach overhead, climb ladders, and ascend and descend multiple flights of stairs throughout the workday. - Walk throughout the venue, including on slopes of approximately 15 degrees, while carrying tools, equipment, or materials. - Lift, carry, push, and pull tools, equipment, and materials weighing up to 50 pounds. - Use hands and fingers to safely operate tools, equipment, controls, and machinery requiring manual dexterity. - Communicate effectively in person and by telephone or radio, including the ability to hear and speak clearly. - Possess close vision and visual acuity necessary to inspect, troubleshoot, and repair facility systems. - Remain physically capable of responding to emergency situations throughout the venue Work Environment Work is performed in office areas, backstage spaces, mechanical rooms, venue grounds, and other indoor and outdoor locations throughout Walton Arts Center and the Walmart AMP. The position regularly requires work in an active concert and event environment, including exposure to loud music, production lighting, pyrotechnics, theatrical effects, large crowds, and moving equipment. Employees may also be exposed to varying weather conditions, including extreme heat, cold, humidity, rain, and other seasonal conditions, as well as potentially hazardous chemicals and cleaning solutions. This position requires a flexible schedule that includes evenings, weekends, holidays, on call availability to support facility operations and emergency response, and extended shifts of up to 12 hours during concerts, festivals, and other special events.