FLSA STATUS: Part Time
Eastern State seeks a highly professional, mission-aligned Event Coordinator to support the day-of execution of public programs, civic education forums, donor convenings, signature special events, and private event rentals. This is a critical, forward-facing facilitation and execution role responsible for delivering consistent, high-quality guest experiences and ensuring adherence to Eastern State’s program standards, safety protocols, and brand and customer service expectations. The Event Coordinator is engaged on an as-needed basis, and must demonstrate exceptional professionalism, composure, and operational precision in high-visibility public settings. This is a seasonal position.
The Events Coordinator is a trusted steward of Eastern State’s most public-facing programs and is expected to execute with precision, professionalism, and consistency. Demonstrated mastery of facilitation standards, protocols, and brand expectations is paramount.
Program & Event Execution
Act as the day-of Event Coordinator, supporting the Events Manager or leading events in their absence.
Execute run-of-show documents, timelines, and facilitation scripts provided by the Events Manager with precision while ensuring event spaces are fully staged according to approved layouts, including furniture, food and beverage, and signage.
Work seamlessly with clients and internal teams, including event staff, porters, Learning & Engagement, Facilities, Security, and Marketing staff to ensure coordinated execution.
Supervise event staff personnel day-of, assigning tasks, monitoring schedules, ensuring adherence to policies and procedures, and taking corrective action when needed.
Provide professional front-of-house facilitation, including welcoming, orientation, transitions, audience engagement, and closing procedures.
Helps maintain event spaces in a clean and welcoming condition, including general tidying, light cleanup tasks, and assist with set up and break down as needed.
Guest Experience & Brand Stewardship
Serve as a visible representative of Eastern State’s brand, mission, and values.
Maintain a welcoming, calm, and authoritative presence with diverse public audiences, speakers, donors, educators, clients, and community partners.
Uphold guest service, accessibility, safety, and inclusion standards at all times.
Support rehearsals, briefings, and training sessions as required.
Safety, Compliance & Operations
Enforce program policies, safety protocols, and site rules consistently and professionally.
Support crowd flow, accessibility accommodations, emergency response procedures, and risk-management protocols.
Accurately complete required post-event reports, attendance logs, and incident documentation.
Occasionally serve as the primary on-site authority for events, making key decisions and implementing contingency plans for weather, equipment, or staffing challenges.
Completes event logs and manages inventory reporting
Required Skills/Abilities:
Demonstrated experience running events, public programs, performances, conferences, museum programs, and/or civic/community events.
Should be skilled in team management, problem-solving, multitasking and time management with a proven ability to meet deadlines, follow standardized procedures precisely, and remain calm and decisive in dynamic environments with strong customer service skills.
Dependability in adhering to schedules and availability for early mornings, daytime, evenings, weekends, and holidays, with schedules that vary based on the event calendar
Preferred Qualifications:
Experience in museums, historic sites, higher education, civic education, or nonprofit cultural organizations. Interest in history, museums, criminal justice, justice reform, education, or Eastern State’s mission is a plus.
Familiarity with accessibility best practices and inclusive facilitation.
CPR/First Aid certification.
Bilingual/multilingual
Physical Requirements:
Ability to sit or stand for prolonged periods of time.
Ability to use a walkie talkie with an earpiece
Ability to navigate all aspects of the 10- acre site when needed.
Ability to work in outdoor environments, including in the elements and in indoor or covered spaces where temperatures may vary.
Ability to lift up to 50 pounds
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Eastern State employees are expected to be flexible and to take on additional duties as assigned, according to the organization’s needs and the staff member’s skills and abilities.
$18-$19 Hourly
Equal Opportunity Employer Statement
Eastern State Penitentiary Historic Site Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identity, gender expression, arrest record or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. ESPHS strongly believes in second chances and, as such, is committed to providing appropriate employment opportunities to those who have been incarcerated. As a condition of employment, all individuals who accept an employment offer must complete a criminal background check. Eastern State will review any criminal record and make appropriate employment decisions in accordance with applicable law and its policies.
Commitment to Diversity:
We strongly believe in the power of diversity, equity, and inclusion. We recognize that a diverse workforce brings together unique perspectives, experiences, and talents, leading to increased creativity, innovation, and better decision-making. As such, we actively seek out and value job applicants from all backgrounds, races, ethnicities, genders, sexual orientation, ages, or disability. Our commitment to DEI extends throughout our hiring process, ensuring equal opportunities and fair treatment for all candidates. We firmly believe that by fostering a diverse and inclusive workplace, we can create a stronger, more vibrant, and more successful organization.