About Reeves-Reed Arboretum

Reeves-Reed Arboretum is one of the largest green spaces and the only public garden in the City of Summit. It is a non-profit conservancy dedicated to preserving the 13.5-acre historic estate and gardens and to promoting environmental and horticultural education for children and adults. The Arboretum is listed on both the National and New Jersey Historic Registers.

JOB DESCRIPTION:

The Rental and Events Coordinator plays a key role in supporting the Arboretum’s mission by managing all external rentals of the Arboretum’s facilities along with organizing a variety of internal events. This part-time position requires excellent organizational skills, strong customer service, and the ability to juggle multiple priorities in a dynamic environment. The Coordinator will serve as the main point of contact for clients, vendors, and internal staff regarding all event logistics.

RESPONSIBILITIES:

Rentals and Facility Use

• Serve as the primary contact for all facility rental inquiries, including weddings, corporate meetings, private events, and photo permits
• Coordinate rental bookings, contracts, and payment schedules
• Conduct site tours with prospective clients and maintain communication throughout the planning process
• Liaise with vendors and clients to ensure all set-up and event requirements are met
• Be on-site as needed to supervise event setup, breakdown, and execution

Arboretum Events

• Assist in the planning and execution of organizational events, fundraisers, and other special events including coordinating with contractors and vendors as necessary
• Coordinate with vendors interested in offering programs at the Arboretum including scheduling and serving as their point of contact for their event
• Develop event timelines and coordinate logistics, staffing, and vendor relationships
• Work collaboratively with the marketing team to promote events
• Act as a host and ambassador at events as needed (these may take place outside of normal work hours including evenings and weekends)
• Ensure a welcoming and well-organized experience for all attendees
• Assist in other areas as needed or assigned

ESSENTIAL SKILLS AND EXPERIENCE:

• Bachelor’s degree required.
• Positive outlook, and strong interpersonal skills and experience in establishing and cultivating excellent relationships with colleagues, partners, donors, and trustees.
• Excellent communication (both written and verbal) and presentation skills.
• Ability to manage multiple priorities and meet deadlines.
• Well organized with the ability to take initiative, set priorities, problem solve, and to work independently with a keen attention to detail.
• Ability and willingness to participate in morning, evening, and/or weekend events as schedule may require.
• Proficiency with Microsoft Office (Word, Excel, Publisher).

Equal Opportunity Employer: Reeves-Reed Arboretum is an equal opportunity employer and encourages candidates of all backgrounds to apply.

+To apply, please e-mail resume and cover letter to j.kondel@reeves-reedarboretum.org. No phone calls, please.