Events & Hospitality Coordinator

Description

Department Overview:

The Events & Hospitality Department delivers exceptional guest experiences that embody the spirit of community, celebration, and creative exchange that defined Taliesin West not only as the home of Frank Lloyd Wright’s architecture school, but as a living laboratory for innovation and collaboration. Through public and private events, as well as support for internal programming and guest housing, the Events and Hospitality team brings to life Wright’s principles of intentional design, Learning by Doing, and communal engagement.

The department manages a wide range of programming—from corporate rentals to signature public events—while supporting internal events and hospitality operations through an active on-site guest housing program. Working closely with cross-functional teams, the department ensures all events uphold the site's historic integrity and mission, fostering deeper engagement with Wright’s legacy.

Position Summary:

Reporting to the Events and Hospitality Manager, the Coordinator is responsible for the planning, coordination, and execution of both public and private events at Frank Lloyd Wright’s Taliesin West, with a focus on the design, production, and refinement of all public event offerings. This role plays a key part in supporting the Foundation’s mission by delivering exceptional guest experiences that align with the site’s historic and cultural significance.

The Coordinator performs research and outreach, prepares contracts, oversees timelines and event logistics for all public events, in collaboration with internal teams and external partners. This includes enforcing venue-use guidelines, coordinating vendor services, and ensuring all event infrastructure is in place and operational. The role also supports the Foundation’s Beverage Program, Private Events program, internal food and beverage needs, and Guest Housing logistics.

Essential Functions:

Event Coordination and Facilitation:

• Works with the Manager to build and implement new public events and enhance offerings for existing events. 
• Supervises and participates in the setup and breakdown of all public and private events. 
• Assists in building connections and partnerships with community arts and culture organizations. 
• Plans logistical flow for all public events. 
• Plans and implements volunteer opportunities and schedules for all public events and ensures proper training.  
• Oversees the programmatic design and content creation for select public events, under the supervision of the Manager.
• Screens and coordinates logistics with external partners and Events Facilitators for select events.
• Supports ticket setup and sales. 
• Plans and implements guest evaluations and surveys, suggesting necessary changes to improve audience impact and service. 
• Communicates and collaborates with other internal departments and external partners. 
• Ensures all spaces and supplies are procured, prepared, and reserved. 
• Maintains timely and accurate program statistics and prepares reports as directed. 
• Assists talent and key stakeholders during events. Performs AV setup, operating equipment as needed. 
• Monitors events for the safety of guests and the site, providing support or intervention as needed.  

Beverage Program Operations:

• Assist with daily operations of the beverage (liquor) program, including inventory tracking and equipment use.
• Provide beverage service and trains others on service protocols and compliance.
• Collaborate with the Manager to expand program offerings and enhance guest experience.

Internal Food & Beverage Coordination

• Coordinates bar and food service needs for internal events and meetings.
• Ensure proper setup and compliance with approved service protocols for guest housing amenities and receptions.

Additional duties as assigned.

This role requires a proactive, service-oriented professional with exceptional attention to detail and a passion for cultural heritage, hospitality, and event execution. Availability to work 2-3 evenings per week and occasional weekends during the event season (September through May) is required. The department’s work schedule is designed to accommodate individual needs and promote a work-life balance.

Requirements

Minimum Qualifications:

• Bachelor’s degree or equivalent experience in art history, museum studies, arts administration, hospitality, or related field. 
• Minimum 1–2 years of experience coordinating public or private events, including on-site logistics and vendor management.
• Demonstrated ability to multi-task with exceptional attention to detail.
• Strong interpersonal and communication skills, both written and verbal, with a commitment to excellent guest service.
• Ability to work evenings and weekends 2-3 nights per week during the event season (September–May).
• Comfortable working in both indoor and outdoor environments with varying weather conditions.
• Demonstrated flexibility and ability to work effectively in a fast-paced environment with shifting priorities and unexpected events or delays. 
• Ability to lift and move supplies, and be on one’s feet for extended periods during events.
• Proficiency in Microsoft Office and experience using digital tools such as event booking platforms, POS, or ticketing systems.

Preferred Qualifications:

• Experience in museum program design.
• Familiarity with venue artist contract agreements, MOUs, and enforcing site-use policies.
• Familiarity with Spanish language OR comfortability working in a multi-lingual setting.
• Connections with the arts and culture community in the Phoenix-metro area.

Compensation: This role is targeted at $19.00 / hr.

Physical Demands and Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this job.

• Physical Demands: While performing the essential functions of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; and consistently talk or hear; and rarely taste or smell. The employee must regularly lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus as well as navigate in dark, nighttime settings.
• Work environment: While performing the duties of this job, the employee is exposed to weather and desert environmental conditions prevalent at the time, including native desert wildlife. The noise level in the work environment is usually moderate.