Avant Garden Logistics Coordinator

Minneapolis, MN

The Walker Art Center empowers people to experience the transformative possibilities of the art and ideas of our time and to imagine the world in new ways. In our over 125-year history, we have become one of the most celebrated art museums in the country and we are known for our innovative presentations and acclaimed collections of contemporary art across the spectrum of the visual, performing, and media arts.

Reporting to the Development Events Associate, the Avant Garden Logistics Coordinator provides critical support for the Walker’s annual benefit event to ensure donors receive a high quality experience while managing expenses to ensure that it fulfills its purpose as a vital fundraiser for the institution. Once budgets and event plans are set, the Avant Garden Logistics Coordinator serves as the first line of communication with all internal and external logistics partners. The Avant Garden Logistics Coordinator also supports the fundraising aspect of the event by ensuring that the built environment stays within budget through careful planning, clear communication, and creative problem-solving. Key responsibilities include: provide clear, thorough, and timely communication for internal and external logistics partners; convene logistics team monthly to discuss plans; manage signage/print collateral process from conception to implementation; create and route production schedule, contact lists, etc.; oversee set-up and tear-down; process invoices and book travel; maintain accurate expense records; provide administrative support for the Development Events Associate, and other duties as assigned.

 

RESPONSIBILITIES:

Working closely with the Development Events Associate, the Avant Garden Logistics Coordinator oversees all logistics related to the production of the Walker’s Annual benefit including:

 Event Design

  • Serve as Walker point person for selected vendor as well as all internal staff on all aspects of event design
    • Signage
      • Create signage and print collateral (like drink tickets, etc) plan for event
      • Engage Development to ensure signage meets needs for event sponsorship/recognition
      • Provide all copy, placement details, etc. by deadline and continue to answer questions
    • Present at All Staff and volunteer committee meetings as requested
  • Event Production
    • Secure necessary permits with City of Minneapolis and Minneapolis Park Board
    • Reserve necessary pre and post event spaces.
    • Liaise with Walker Visitor Experience, Volunteer Specialists, logistics vendors - (such as catering, tent, furniture, sound/screens, lights, valet, WC, moving firm, etc.)
    • Schedule and lead monthly meetings with logistics team (
    • Catering
  • Coordinate with Development and directly with sponsors on their onsite activation plans (for example, branded lounges)
  • Create schedule for producing the event (usually two weeks of load in/out)
  • Schedule and lead walk-throughs (signage – digital and print, event co-chairs, and others as needed)
  • Budget Management
    • Prepare check requests and code invoices, then pass them along to Development Events Associate to approve and send on to accounting
    • Keep real-time track of expenses and provide regular updates to Development Events Associate; if a variance is anticipated, discuss with Director of the Annual Giving and Donor Stewardship for approval
  • Event Oversight
    • Oversee set-up and tear-down
    • Day of coordination, including availability for questions all night
    • Troubleshoot issues with vendors, space, etc.
    • Ensure all rented items are returned
    • Collect feedback from vendors and internal partners after the event

 Note: Avant Garden Logistics Coordinator and Development Events Associate meet at least weekly on a regular cadence starting mid-March.

 REQUIRED SKILLS & ABILITIES 

  • Minimum of three years of event management experience, or equivalent combination of education, training or experience.
  • Ability to work evenings and weekends for committee meetings and in progressive frequency for install/de-install of the event, including event day availability for Saturday, September 23, 2023

PREFERRED SKILLS:

  • Experience working in a museum or non-profit setting.
  • Experience using event layout software
  • High degree of initiative and attention to detail.
  • Excellent problem-solving and organization/time-management skills.
  • Strong interpersonal and relationship management skills; established ability to clearly communicate with a wide range of individuals from varied backgrounds and perspectives.
  • Ability and judgment to maintain confidentiality.
  • Experience and proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and Adobe Pro.

Physical Demands

  • Ability to lift and/or move print and event materials (approximately 15 pounds).
  • Prolonged periods sitting at a desk and working on a computer

Job Specifications 

  • This position is considered part-time, non-exempt. As a non-exempt position, it is eligible for overtime pay. The minimum compensation for this role is $22 hourly. 
  • The role is anticipated to start mid-March 2023, and end in October 2023.
  • This position is not eligible for relocation assistance.
  • All applicants must be eligible to work in the United States without the need for employer sponsorship.

Vaccination Expectation The Walker Art Center’s COVID vaccination policy requires staff to be fully vaccinated or to supply a negative test every 6 days. We will consider requests for reasonable accommodations based on disability or sincerely-held religious beliefs

Walker’s DEI commitment The Walker is committed to being an employer with a staff who, at all job levels, reflects the rich diversity of the communities and audiences we serve. We are dedicated to ensuring inclusion and equity in all our employment practices. We deeply value and welcome all the unique lived experiences in our applicants and encourage anyone meeting the minimum requirements to apply.

Recruitment Timeline All positions are open until filled.