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Special Event Coordinator  

Fallingwater (Mill Run, PA)

Fallingwater, a property entrusted to the Western Pennsylvania Conservancy, designated as a National Historic Landmark and inscribed on the UNESCO World Heritage List, is seeking a part-time, seasonal Special Event Coordinator. This position is responsible for assisting the Director of Special Events and Hospitality in coordinating and executing all special events at Fallingwater and The Barn at Fallingwater.  

Job Duties

• Assists with the planning, coordination and implementation of all campus events, including those at The Barn at Fallingwater, Fallingwater, High Meadow, and the Visitor Center. 
• Effectively communicates with guests, caterers, rental companies, and other contracted vendors. Helps in the development of floorplans, timelines, transportation arrangements, and staffing requirements.  
• Provides exceptional service to guests during special events. Including, but not limited to, Focus Tours, Forest to Table Dinners, and private customized experiences. 
• Helps schedule reservations for ancillary houses. Stocks ancillary houses to accommodate all VIP guest needs during their stay and/or visit. Coordinates supply needs, cleaning requests, and maintenance issues with appropriate Fallingwater staff. 
• Schedules and conducts venue tours of The Barn at Fallingwater as needed. 
• Assists with scheduling and coordinating Fallingwater wedding shoots and usage for special events. 
• Maintains effective communication with staff members across Fallingwater programs and the organization as a whole. 
• Fields inquiries and works with clients to understand their needs throughout the entire event planning process, taking detailed notes for each event file. 
• Provides exceptional planning and day-of coordination services for weddings at The Barn at Fallingwater. 
• Attends expos and fairs to promote and market Fallingwater and The Barn at Fallingwater to increase usage and event revenue. 
• Performs additional duties and responsibilities as required. 

Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to stand for extended periods of time, up to eight (8) hours. 

• Ability to sit for extended periods of time, up to eight (8) hours. 

• Ability to drive a motor vehicle 

• Must have a valid driver’s license. 

• Ascends and descends stairways and/or ladders  

• Communicate, converse, exchange information in-person, by telephone, and remotely 

• Ability to utilize a keyboard 

• Gross manipulation such as seizing, holding, grasping, turning, or otherwise working with hand(s). 

• Ability to operate standard office equipment  

• To be mobile and traverse throughout job location for up to eight (8) hours 

• Pushing, pulling, lifting and carrying up to fifty (50) pounds  

• Bending, twisting, stooping, crouching, kneeling, and crawling 

• Reaching overhead, at eye level, and below shoulder level 

• Ability to possess near, far, and peripheral visual acuity 

• Evening and weekend hours required 

Qualifications

• The position requires excellent interpersonal skills and the ability to interact successfully with staff and internal and external contacts.  
• Must be adaptable and flexible. 
• Strong visual aesthetic and design sensibilities with attention to detail. 
• Excellent verbal and written communication skills. 
• Exceptional customer service skills that reflect the quality of a UNESCO World Heritage site. 
• Excellent project planning and organizational skills are essential.   
• Must be detail-oriented and able to handle multiple priorities and responsibilities. 
• Willingness to work long hours and be able to work weekends, early mornings, evenings, and holidays as needed.  
• Must be RAMP Certified or willing to complete RAMP Certification process.
• Computer literacy and ability to produce professional written reports, project plans, proposals, letters, memos. etc.  
• Ability to complete all physical requirements of the job with or without a reasonable accommodation. 

Location

This position's primary location(s): Fallingwater (Mill Run, PA)

Position Duration

This is a part-time, seasonal opportunity. 

Pay

$18.70/hour

Application Process

Please send a cover letter, resume, salary expectations, and referral source to wpcjobs@paconserve.org and list “Special Event Coordinator” in the subject line.

Application Deadline

Until filled