Job Description

Private Events Coordinator Job Description

Reports to: Private Events Manager

Status: Exempt

Schedule: Full time; includes regular evening and weekend hours based on private rentals and organizational needs

Position Summary

The Private Events Coordinator plays a vital role in supporting private rental sales and event execution at the Botanical Garden. As a member of the Visitor Experience team, this position is responsible for front-line sales support, client coordination, and on-site event execution to achieve earned revenue goals and deliver exceptional rental experiences. The Private Events Coordinator serves as a primary point of contact for rental clients and vendors, modeling the Botanical Garden’s visitor experience standards while supporting public engagement and private events.

Primary Responsibilities

To perform this role successfully, the individual must be able to carry out each essential duty satisfactorily and perform other duties as assigned.

• Support private rental sales efforts by engaging leads, conducting timely follow-up, and assisting with sales activities to achieve established earned revenue goals.
• Serve as a primary point of contact for rental clients and vendors, providing consistent communication and guidance throughout the rental lifecycle, including planning, logistics, day-of coordination, and post-event follow-up.
• Coordinate and support private rental events, including scheduling, client check-ins, vendor coordination, event logistics, and on-site support as the lead contact on event days.
• Manage rental-related operational needs, including coordinating linens, security, audiovisual support, room layouts, setup, teardown, and cleanup in collaboration with internal teams and vendors.
• Ensure rental events comply with Botanical Garden contracts, policies, and procedures, including payment collection and required documentation.
• Partner closely with the Private Events Manager to cultivate new sales opportunities, support goal setting, and position the Botanical Garden as a premier rental destination.
• Provide exceptional guest service by anticipating and responding to client, vendor, and guest needs, escalating concerns as appropriate to ensure successful outcomes.
• Collaborate with cross-departmental teams to plan, communicate, and execute private rentals, public programs, and special events.
• Assist with day-to-day Garden operations as needed, including opening and closing procedures, monitoring shared inboxes, answering phones, and tracking and reporting event-related data.
• Provide guidance and direction to part-time Visitor Experience staff and volunteers supporting events, ensuring service standards are met and expectations exceeded.
• Build and maintain positive, professional relationships with staff, volunteers, vendors, partners, and the public.

Success Factors

In addition to job-specific skills, the successful candidate will:

• Advance the Botanical Garden’s mission by supporting strategic goals, values, and organizational policies.
• Serve as a welcoming host and ambassador for the Garden, creating memorable experiences that encourage repeat visitation.
• Contribute as a collaborative member of a cross-departmental team delivering exceptional guest experiences and supporting earned revenue growth.
• Communicate clearly, professionally, and proactively with clients, guests, and colleagues.
• Demonstrate enthusiasm for learning about the Botanical Garden’s mission, programs, and events.

Qualifications

The requirements below represent the knowledge, skills, and abilities necessary to perform this position successfully.

  Education & Experience

• High school diploma or equivalent required.
• Prior experience in customer service, hospitality, events, retail, or sales preferred.
• Experience using point-of-sale systems or CRM software preferred.
• Bilingual or multilingual skills desired.

Skills & Qualities

•  Strong interpersonal and communication skills with the ability to provide professional, courteous guest service.
• Excellent organizational and time-management skills, with exceptional attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced, event-driven environment.
• Working knowledge of Microsoft Office applications.
• Ability to apply basic mathematical concepts for monetary transactions.
• Ability to solve problems independently and make sound decisions under pressure.
• Ability to successfully pass a criminal background check.

Work Environment and Physical Demands

The work environment and physical demands described below are representative of those encountered while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Frequent interaction with staff, volunteers, visitors, and clients.
• Regular evening, weekend, and holiday work required to support events.
• Occasional bending, stooping, reaching, crouching, and lifting (up to 50 pounds).
• Prolonged periods of standing and walking during events.
• Requires hand-eye coordination, manual dexterity, and visual acuity to operate equipment and read technical materials.

About the Organization

The Greater Des Moines Botanical Garden is a 501(c)(3) privately governed, nonprofit public garden located on 17 acres in the heart of downtown Des Moines. Our mission is exploring, explaining, and celebrating the world of plants. Through progressive garden design, innovative programming, and signature experiences, we create meaningful connections between people and plants. Education, community engagement, and partnerships are central to our work as we cultivate a welcoming space for learning, inspiration, and growth.

Greater Des Moines Botanical Garden Values

We are a community of growers who are curious , committed , and kind .

• We are a community of people welcoming all to join us in caring for one another and the plant communities that make up our Garden.
• We are growers who, with many hands, cultivate and nurture a thriving ecosystem filled with plants and people.
• We are curious and passionate about the natural world, and we are dedicated to doing our part to sustain and protect it for future generations.
• We are committed to creating and tending gardens where joy is experienced, curiosity is cultivated, and lifelong memories are made and cherished.
• We lead with kindness in all that we do to create an environment that promotes growth of our plants, our people, and our community.

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