Lakefront Festival of Art & Events Specialist

Description

Job:  Full-Time, Exempt, Salaried, Non-Union

Reports To: Director of Business Development & Events

The Milwaukee Art Museum is a vibrant, welcoming destination where art, architecture, and community come together. As a cultural cornerstone of Milwaukee and a symbol of civic pride, the Museum connects people of all ages and backgrounds through inspiring exhibitions, engaging programs, and unforgettable experiences.  

Position Summary:

The Lakefront Festival of Art and Events Specialist supports the mission and goals of the Milwaukee Art Museum through the planning and execution of the Lakefront Festival of Art (LFOA) and other Museum events and initiatives. 

A primary responsibility of this position is supporting the successful planning and execution of LFOA, the Museum’s annual signature event presented in collaboration with Friends of Art (FOA). The position serves as the Museum’s primary staff liaison to the FOA volunteer committees and plays a key role in coordinating the many stakeholders, timelines, and activities necessary for a successful annual festival.

This position also works as part of the Events Team to support the planning and execution of internal and external events. This position requires a highly organized, and collaborative individual who is exceptional at managing multiple priorities, working with museum staff, clients, and partners. 

Regular evening and weekend work is required based on the Museum’s event calendar and LFOA planning and execution needs. 

Key Responsibilities Lakefront Festival of Art Responsibilities:

• Partner with the Director of Business Development & Events, the Museum’s Events Team, and the Friends of Art (FOA) in the planning and execution of the Lakefront Festival of Art
• Maintain the overall LFOA project plan and timeline, proactively monitoring progress
• Proactively identify LFOA needs, coordinate follow-up, and help ensure key milestones and deliverables are completed on schedule
• Serve as the Museum’s primary staff liaison to the LFOA volunteer committees, including coordinating monthly LFOA committee meetings (Feb – Jun) and annual kick-off and thank-you parties
• Coordinate ongoing communication among LFOA committees, museum staff, exhibiting artists, and other festival stakeholders to ensure priorities, responsibilities, timelines, and expectations are clearly understood by all parties
• Work with Friends of Art to integrate volunteer-led activities into the museum’s overall festival planning process
• Maintain planning documents, schedules, contact information, and other materials necessary for a successful LFOA
• Support coordination with internal museum departments, vendors, artists, sponsors, volunteers, and partners involved in LFOA
• Lead logistics and communications related to exhibiting artists, including artists applications and jurying
• Assist with all festival logistics, including event orders, floor plans, vendor coordination, schedules, set-up and breakdown, and all other planning needs
• Provide on-site support and coordination before, during and after LFOA, helping ensure a high quality experiences for artists, guests, volunteers, vendors and staff members
• Participate in post-event evaluation and reconciliation, documenting opportunities, and recommendations for future festivals
• Other duties as assigned

Event Planning & Execution Responsibilities 

• Work collaboratively with the Event Planning Specialists and Director of Business Development & Events to support the planning and execution of Museum-hosted and external events
• Assist with event logistics and planning details for assigned events, including timelines, event orders, floor plans, vendor coordination, internal communication, and other operational needs
• Coordinate with internal departments, including Food & Beverage, Facilities, Visitor Services, Security, Retail, and others, to support successful event execution
• Assist with communication and coordination with clients, vendors, and other event partners as assigned
• Participate in weekly event order and operations meetings and maintain accurate event information within Museum calendars and event-management systems
• Provide on-site event support as assigned, including evening and weekend events.
• Assist with event setup and breakdown and provide direction to setup staff as appropriate
• Help identify and resolve operational issues during events in a professional, guest-focused manner
• Support post-event follow-up, documentation, billing, and financial reconciliation as assigned
• Provide additional support to the Events team during periods of high event volume and for Museum signature events and initiatives
• Other duties as assigned

General & Administrative

• Maintain accurate records, calendars, planning documents, and other materials related to assigned responsibilities
• Build positive working relationships across Museum departments and with FOA members, volunteers, vendors, and clients
• Ensure work is performed in accordance with Museum policies, procedures, safety requirements, and guest-service standards
• Represent the Milwaukee Art Museum professionally in all interactions with internal and external stakeholders
• Balance multiple projects and deadlines while maintaining strong attention to detail and communication
• Other duties as assigned

Requirements

Education, Experience, Skills, & Abilities 

Required:

• High school diploma or equivalent
• Excellent organizational and project-management skills with strong attention to detail
• Strong written and verbal communication skills
• Ability to develop positive working relationships with volunteers, colleagues, clients, vendors, and other stakeholders
• Ability to coordinate multiple individuals and groups while maintaining clear communication and accountability
• Strong customer service and hospitality mindset
• Ability to manage competing priorities and deadlines in a fast-paced environment.
• Demonstrated ability to remain calm, professional, flexible, and solution-oriented under pressure
• Ability to work independently while collaborating effectively as part of a team.
• Ability to establish priorities, meet deadlines, and manage multiple assignments simultaneously
• Proficiency with Microsoft Office Suite; experience with event-management or project-management systems preferred
• Ability and willingness to work evenings, weekends, early mornings, evenings and occasional holidays based on event and Festival needs

Preferred:

• College coursework or a degree in event management, hospitality, nonprofit management, arts administration, communications, business, or a related field
• 3-5 years of professional experience in event coordination, project coordination, volunteer engagement, hospitality, nonprofit organizations, or a related field
• Experience working with volunteers, committees, boards, or community organizations strongly preferred
• Event planning or event-management experience
• Experience working in a cultural institution, nonprofit organization, hospitality environment, or event venue

Physical Demands: 

• During events, ability to remain stationary and move about the event for extended periods of time 
• Occasionally move objects up to 25 pounds, and heavier objects with assistance
• Ability to move throughout the Museum campus and event spaces
• As needed, assisting with physical setup needs such as moving chairs, rearranging tables, placing linens, signage, and other event materials
• Communicate and exchange information with staff and external constituents
• Operate computer and other office productivity machinery

Work Schedule:

This position requires a very flexible schedule based on LFOA planning and the Museum’s event calendar.  Evening, weekend, early morning, and occasional holiday work will be required.  Work schedules may vary from week to week based on Festival and event needs.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties and skills required.

Milwaukee Art Museum is an EOE/M/W/Vets/Disability Employer.

DEAI Statement:

The Milwaukee Art Museum is an equal opportunity employer. The Museum recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national origin, disability, age, veteran status, gender, gender identity or expression, sexual orientation, and other protected status as required by applicable law.

We are committed to recruiting, developing, compensating, and retaining professional staff that reflect our community. We aspire to be a diverse workplace where talented people want to come, stay, and do their best work.

We stand committed to the work ahead, informed by our community, which we will support with our best thinking, our deepest empathy, and the courage to embody the convictions shared in our Strategic Direction.