Special Events Coordinator

About the Museum

We Love Picture Book Art! 

At a time when the world can feel divided and uncertain, picture book art offers us a reminder of what truly matters: the values of peace, love, and our shared humanity. Art—particularly picture book art—has a pivotal role in shaping young minds and fostering a world of hope.  

Cofounded by Eric and Barbara Carle in 2002 to celebrate the art of the picture book, we collect, preserve, and exhibit original picture book art and encourage guests of all ages to appreciate and foster the love of picture book art. 

Situated on 7.5 acres in Amherst, Massachusetts, The Carle houses a rich and deep collection of art, and illuminates its collection through exhibitions, education, programming, and art making—making it a critical resource for picture book artists and authors, and art-loving communities locally, nationally, and abroad. Since opening its doors more than 21 years ago, The Carle has welcomed more than one million visitors—plus more than four million additional museumgoers who have enjoyed its touring exhibitions around the world. (Read our Annual Reports to learn more) 

How you will contribute

As the Special Events Coordinator you will manage the planning and execution of the Museum’s internal events, including exhibition openings, public programs, member events, and special staff and partner gatherings. You will be critical to ensuring that Museum events run smoothly, reflect the organization’s values, and provide a welcoming experience for all guests. In addition to managing internal events, you will support the development and early implementation of the Museum’s venue rental program.

As a member of the Development Team, you report to the Director of Development and work collaboratively with the Executive, Development, Curatorial, Education, Facilities, Guest Services, Shop, and Communications teams to support the museum and contribute to The Carle’s mission, while ensuring seamless event delivery.

Specifically, you will

Internal Event Planning and Execution (60%)

• Plan and execute Museum-sponsored events such as exhibition openings, public programs, member receptions, and community events. (i.e. Very Hungry Caterpillar Day, Boo-K Fest, Sunset Thursdays and other events).
• Coordinate all event logistics, including vendor coordination, staffing, floorplans, AV, catering, equipment rentals, and décor.
• Serve as on-site lead for events, ensuring all aspects are executed effectively and professionally.
• Work cross-departmentally with the Executive, Development, Curatorial, Education, Facilities, Guest Services, and Communications teams to ensure seamless event delivery. Draft Event Sheet for each event to document timeline, staffing, and setup needs; coordinating and sharing across departments as needed.
• Track event outcomes, data, and feedback to support continuous improvement.

Revenue Rental Program Support and Development (30%)

• Assist in the launch and growth of the Museum’s facility rental program in collaboration with senior leadership and an external consultant.
• Respond to rental inquiries, provide tours, support the development of contracts and rental materials.
• Help develop policies and procedures related to rentals, vendor coordination, and client communication.
• Support marketing efforts by maintaining accurate promotional content and external listings.
• Provide on-site assistance for rentals as needed.

Administrative Support (10%)

• Maintain organized event documentation, including permits, contracts, timelines, and budgets.
• Coordinate internal event calendars and meeting logistics.
• Assist with invoicing, payment processing, and basic budget tracking.
• Serve as a liaison to vendors, contractors, and service providers to ensure high-quality support for all events.
• As needed, assume a “Manager on Duty” role, acting as a point of contact for staff should any guest concerns, emergencies, or unexpected problems arise. 
   

Your background and experience include

The Carle acknowledges that competitive candidates may not meet all the experience requirements 100%. We encourage you to apply if many of these job requirements describe you. The position does not require a background in children’s literature.

• Bachelor’s Degree in event management, hospitality, marketing, arts administration, or a related field or equivalent combination of education and experience. Two to four years of related experience; ideally in a nonprofit, cultural, or arts setting.
• Strong communication, organizational, and interpersonal skills.
• Ability to manage multiple events at various stages with professionalism and attention to detail.
• Availability to work evenings, weekends, and occasional holidays for event coverage required.
• Experience working with vendors, rental clients, or in a sales or marketing capacity.
• Familiarity with museum or nonprofit events and communications.
• Interest in picture books, arts education, or community programming.
• Commitment to accessible, inclusive, and guest-centered event practices.
• Proficiency in Microsoft Office Suite and familiarity with event software or databases (e.g., Raisers Edge (NXT), TAM, or similar fundraising tracking programs).
• Ability to lift up to 30 pounds, see the normal range of color vision, and/or stand, and/or walk extended periods of time during events, work both indoors and outdoors depending on event setup, and climb a typical step ladder.

Position and compensation details

• This position is full-time, non-exempt with benefits.
• The hourly salary range for this position is $25 to $30, based on experience.
• The typical work schedule is Tuesday through Saturday and will vary to include evenings and weekends when events are scheduled.
• Benefits include: accrued paid time off (sick, vacation, personal and holiday pay), medical and dental insurance, long term disability, flexible spending account, contributions to a retirement account after two years of employment, discount to Museum shop and programs, plus free admission to many cultural institutions throughout New England.
• This position may qualify for a hybrid work schedule, which is defined as an arrangement where an employee’s work is regularly performed at a location other than the Museum for up to one day a week. 

Application timeline and process

Applications will be reviewed until the position is filled. To apply, complete our Employment Application. If you need an access accommodation, have a question regarding available accommodations, or if you need this application in an alternative format to successfully submit your candidacy, please contact hr@carlemuseum.org.

The Eric Carle Museum of Picture Book Art is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.