Olbrich Gardens Private Events Coordinator*

Olbrich Botanical Gardens, located in Madison, Wisconsin, is a nationally recognized and award-winning botanical garden dedicated to enriching lives and inspiring people to live in harmony with the natural world. Operated through a cooperative partnership between the City of Madison and the Olbrich Botanical Society, the gardens feature both breathtaking outdoor gardens and the indoor Bolz Conservatory, which houses an extensive collection of tropical plants from around the world. Beyond serving as a picturesque destination for the public, Olbrich Botanical Gardens hosts numerous private events and rentals that take advantage of its scenic beauty and unique spaces.

This employment opportunity is offered as a permanent full-time position within the Parks Division, based at Olbrich Gardens, 3330 Atwood Avenue, Madison, WI. The position carries an annual salary of $61,519.64 and is classified under compensation group/range 20/12. The standard workweek generally spans Monday to Friday from 8:00 am to 4:30 pm; however, the role requires schedule flexibility, including working evenings and weekends during peak rental seasons, when events occur Tuesday through Saturday.

The role is part of the Guest Experience Team and is critical to ensuring that visitors and volunteers feel welcomed, valued, and supported during their interactions at the gardens. Reporting to the Director of Guest Experience, this position is primarily responsible for the administration, customer service, and leadership aspects tied to the planning, coordination, and successful execution of private events and rentals hosted at Olbrich Botanical Gardens. The successful candidate will demonstrate strong leadership skills by training, supporting, and guiding team members, alongside excellent organization, multitasking, and attention to detail required in a fast-paced event environment.

Known for its high visitor traffic and dynamic event calendar, the role requires exceptional communication and customer service abilities to foster a welcoming experience for all guests, including vendors, clients, and staff across various departments. Collaboration is key, as this position works with internal teams such as education, guest services, maintenance, and external vendors to ensure seamless event delivery.

The work environment involves both indoor and outdoor spaces, including the tropical conservatory and outdoor gardens, meaning the candidate must be comfortable working in varying weather conditions and in crowded, sometimes noisy, public areas. Physical requirements include the ability to stand and walk for extended periods, set up event equipment such as tables and chairs, and occasionally operate a golf cart.

This role also involves an important administrative component, including managing facility rental systems, coordinating contracts and client records, monitoring billing and payments, and ensuring policy alignment with the City's Racial Equity and Social Justice Initiatives. The incumbent will oversee photo permit issuance, manage scheduling for photography sessions and public events, and engage in policy development to ensure client and visitor experiences meet the garden's high standards.

Olbrich Botanical Gardens is committed to diversity, equity, inclusion, and belonging and strongly encourages applications from Black, Indigenous, people of color, women, trans, nonbinary individuals, and persons with disabilities. The gardens embrace diverse educational and professional backgrounds, valuing the unique perspectives and lived experiences candidates bring. A mandatory cover letter detailing experience in managing events, rentals, or customer-facing operations with examples of vendor coordination and priority management is required for application consideration.

In summary, this position offers an excellent opportunity for a motivated individual with a passion for event management, customer service, and nature conservation to contribute to an esteemed botanical destination. The role not only demands administrative excellence but also interpersonal skills to foster an inclusive, professional, and engaging environment for all garden visitors and stakeholders.