Job Description

At Pacific Science Center, our mission is to ignite curiosity in every child and fuel a passion for discovery, experimentation, and critical thinking in all of us. Our colleagues are passionate lifelong learners who live our mission every day. Each of us commits to bring an inclusion, diversity, equity, and access (IDEA) focus in every aspect of our work. Join our collaborative team and help steward our warm, welcoming, community-learning environment at PacSci.

As part of our ongoing commitment to a diverse, equitable, and inclusive workplace, we’re invested in building teams with a wide variety of backgrounds, identities, and experiences. Data shows that women and BIPOC candidates more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. If you have some of the knowledge, skills, and abilities listed and you share PacSci's values and support our mission, we encourage you to apply.

Position Title: Venue Experiences Coordinator

Department: Venue Experiences

Reports to: Venue Experiences Manager

Pay Class: Full-time Regular

FLSA Status: Hourly, Non-Exempt

The Venue Experiences Coordinator is responsible for overseeing all aspects of event sales, planning, and onsite execution, ensuring seamless operations and exceptional guest experiences. This role plays a key part in producing engaging public and private events that support Pacific Science Center’s mission and business objectives.

The Coordinator must be highly organized, detail-oriented, and an effective communicator, capable of managing multiple projects while collaborating with clients, vendors, and internal teams. This role also supports revenue growth through venue rental sales efforts, vendor and program coordination, and proactive marketing support.

Essential Duties & Responsibilities

Event Sales, Planning & Execution

Lead events from inquiry through execution, including selling, contracting, planning, and onsite coordination for both private rentals and public programs

Oversee event setup, execution, and breakdown, ensuring high-quality delivery and adherence to timelines

Coordinate event logistics including floorplans, vendor needs, staffing, and guest flow

Evaluate event success through surveys, observations, and post-event reporting

Customer Service & Guest Experience

Provide a positive, informed, and engaging experience for all guests onsite

Respond to inquiries via phone, email, and in person with accurate and timely information

Confidently handle escalated guest concerns and resolve issues professionally

Monitor guest flow, entry points, and event activity areas to ensure smooth operations

Process transactions, including cash handling, as needed

Operational Support

Step into operational roles as needed to support successful event execution

Ensure staff follow policies and procedures, including food service and alcohol protocols

Collaborate cross-departmentally (Guest Services, Facilities, Exhibits, Custodial, etc.) to maintain event readiness and safety

Maintain inventory of event supplies and submit reorder requests as needed

Manage and maintain all Venue Experiences calendars (Tripleseat, internal spreadsheets, shared calendars, etc.) to ensure accuracy across teams

Security & Safety

Ensure the safety and security of staff, guests, and exhibits during events

Enforce institutional policies and procedures, including ID checks and facility use guidelines

Perform opening and closing procedures to secure the building

Vendor & Educational Program Management

Research, book, and manage vendors for events, with a focus on educational programming for 21+ experiences and public programs

Own vendor coordination from start to finish, including outreach, site visits, logistics planning, contracting, and day-of communication

Serve as the primary point of contact for vendors during events and ensure all needs are met

Gather vendor information for marketing and ensure timely and accurate communication with internal teams

Coordinate vendor payments post-event

Venue Rental Sales & Marketing Support

Identify and pursue new venue rental leads through online platforms, community groups, and in-person outreach

Research and organize potential marketing channels (e.g., parent groups, online forums, local publications, event platforms)

Manage and maintain external venue listing platforms (e.g., Eventective), including updating profiles, responding to leads, and tracking inquiries

Support targeted outreach efforts such as engaging with online communities (e.g., Reddit, Facebook groups) to promote birthday parties and rentals

Assist in creating and updating marketing materials (e.g., one-sheets, rental guides)

Support marketing timelines by reviewing copy, ensuring accuracy, and coordinating signage and event information

Programming Support

Assist the Venue Experiences Manager in developing and curating new event programming

Support research, outreach, and coordination of partners and vendors for 21+ events, birthday programs, and public offerings

Contribute to the creation of innovative, mission-aligned experiences that drive attendance and revenue

Administrative & Contracting Support

Manage contracts using established systems and forms, ensuring accuracy and timely completion

Track event details, communications, and documentation across platforms

Support event alerts and internal communications to ensure teams are informed and aligned

Other Duties

Perform additional duties as assigned to support Venue Experiences operations and organizational goals

Position Requirements

Knowledge of vendor management and event contracting (including facility rentals and buyouts)

Strong understanding of event planning and operational requirements

Effective project management and organizational skills

Proven ability to manage multiple events and priorities simultaneously

Strong problem-solving skills and ability to remain calm under pressure

Excellent written and verbal communication skills across diverse audiences

Experience using Microsoft Office and event management systems (e.g., Tripleseat or similar)

Ability to work collaboratively across departments and with external partners

Demonstrated ability to deliver high-quality outcomes and guest experiences

Compensation
Pay is based on several factors, including market location, job-related knowledge, skills, and years of experience.
In addition to base salary, all employees receive:
• Employee PacSci Membership
Full-time regular employees (40 hrs/week) additionally recieve following benefits:
• Medical, Dental, Vision, basic life insurance, and disability insurance
• 4 weeks of vacation, 12 floating holidays, and sick pay
• 403(b) Retirement Savings
• Commuter benefits (regular employees working at least 20 hours/week)
• Employee Assistance Program
Pacific Science Center stands with those who are courageously fighting against hate, racism, and injustice. We recognize that not being racist is not sufficient. We must be actively anti-racist, and we commit to doing so. We prioritize inclusion, diversity, equity, and access in everything we do. Curiosity and critical thinking are essential to the dialogue and changes that need to happen.

Pacific Science Center complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at HRDepartment@pacsci.org.