Description:
JOB SUMMARY:
The Dallas Arboretum and Botanical Garden is seeking an enthusiastic, organized and guest-focused Event Facilitator to support the successful execution of Lifelong Learning programs and exhibition-related events. Reporting to the Director, Lifelong Learning, this part-time position provides onsite coordination for classes, workshops, demonstrations, lectures, special engagements and seasonal exhibition events. The Event Facilitator helps ensure each experience is welcoming, organized and delivered with a high level of guest service from setup through completion.
The Event Facilitator serves as a key day-of resource for instructors, presenters, partners, volunteers, staff and guests. Responsibilities include preparing program spaces, supporting check-in and guest flow, coordinating event logistics, monitoring schedules, responding to onsite needs and assisting with breakdown and reset. This position works collaboratively across departments and helps create engaging, seamless experiences that reflect the standards and mission of the Dallas Arboretum.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
- Program and Event Facilitation: Facilitate onsite Lifelong Learning classes, workshops, lectures, demonstrations, special engagements and exhibition-related events, helping ensure programs run according to the planned schedule and event details.
- Day-of Coordination: Serve as an onsite point of contact for instructors, presenters, partners, vendors, volunteers and internal staff; communicate schedules, space needs and program expectations and escalate concerns as needed.
- Event Setup and Breakdown: Assist with the preparation, setup, breakdown and reset of program and event spaces, including tables, chairs, signage, instructional materials, supplies and other event elements.
- Exhibition and Gallery Support: Provide operational support for Exhibitions Department activities beyond scheduled events and programs, including exhibition and gallery installation, deinstallation, activation, preparation and reset of spaces, movement and organization of materials, and other exhibition-related needs as assigned.
- Guest Welcome and Check-In: Provide a warm and professional welcome to guests; support registration and check-in, verify attendance when applicable, provide directions and program information and help manage guest flow.
- Instructor and Presenter Support: Welcome instructors and presenters, assist with arrival and orientation, confirm materials and space are ready and provide reasonable onsite support throughout the program.
- Logistics Management: Monitor event timing, room readiness, supplies, transitions and other operational details to support a smooth guest and facilitator experience.
- Team Collaboration: Work closely with Lifelong Learning, Exhibitions, Sales and Garden Events, Horticulture, Operations, Guest Experience, volunteers and other departments to coordinate event needs and support successful execution.
- Guest Engagement: Interact with guests in a friendly, knowledgeable and service-oriented manner; answer questions, provide assistance and help create an inclusive and enjoyable experience.
- Problem Solving: Respond calmly and efficiently to changing conditions, guest concerns, weather impacts, space or equipment issues and other day-of needs; communicate promptly with the appropriate manager when additional support is required.
- Program Closeout: Assist with cleanup, inventory and return of materials; confirm spaces are left in appropriate condition and communicate follow-up needs to the Lifelong Learning team or Exhibitions team member.
- Attendance and Feedback: Support collection of attendance information, participant feedback and relevant event notes; share observations that may help improve future programs and guest experiences.
- Scheduling: Work a flexible part-time schedule based on program and exhibition needs. Schedules are typically available approximately one month in advance and may include daytime, evening, weekend and holiday shifts.
- Other Duties as Assigned: Perform other duties and provide additional support as assigned by Lifelong Learning or Exhibitions based on departmental, program, event and exhibition needs.
Requirements:
SKILLS AND QUALIFICATIONS:
- High school diploma or equivalent.
- Previous experience supporting events, programs, hospitality, education or guest-facing experiences preferred.
- Excellent verbal communication and interpersonal skills with a strong commitment to guest service.
- Strong organizational skills and attention to detail; ability to follow event plans, schedules and instructions.
- Ability to work independently while also collaborating effectively with staff, volunteers, instructors, presenters and partners.
- Ability to remain calm, flexible and solutions-oriented in a fast-paced event environment.
- Comfort working both indoors and outdoors in varying weather conditions.
- Ability to stand and walk for extended periods and lift or move up to 50 lbs.
- Ability to work a flexible schedule based on program needs, including days, evenings, weekends and holidays
- Ability to pass all pre-employment requirements including background check and drug screening
KEY COMPETENCIES:
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Guest-focused and service-oriented
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Dependable and self-directed
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Strong attention to detail
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Clear communication and active listening
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Organization and time management
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Collaboration and teamwork
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Adaptability and problem-solving
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Professionalism and sound judgment
The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment.
The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.
