Olbrich Gardens Private Events Coordinator*

Olbrich Botanical Gardens is a nationally recognized, award-winning botanical garden located in Madison, Wisconsin. It operates through a collaborative partnership between the City of Madison and the Olbrich Botanical Society. Together, these entities work diligently to fulfill the mission of the gardens: to enrich lives and inspire people to live in harmony with the natural world. The gardens feature a stunning blend of outdoor and indoor environments, including the acclaimed outdoor gardens and the Bolz Conservatory, where visitors can explore tropical plants from around the globe. This unique combination offers an immersive experience for guests and serves as a captivating backdrop for private events and rentals. Olbrich Botanical Gardens is committed to providing a welcoming space that celebrates the beauty of nature while supporting education, conservation, and community engagement.

This position is a part of the Guest Experience Team at Olbrich Botanical Gardens, a key group responsible for cultivating a welcoming and inclusive atmosphere for all visitors and volunteers. The role is integral to the planning, coordination, and execution of private events and rentals within the garden's spaces, ensuring seamless operations and exceptional guest experiences. Reporting to the Director of Guest Experience, the individual in this role will engage in administrative, customer service, and team leadership responsibilities. The position calls for strong leadership capabilities, with a focus on training and guiding team members to deliver high-quality service. Attention to detail and the ability to juggle multiple tasks efficiently in a fast-paced environment are essential qualities for success.

Excellent communication skills are crucial for this role, as the individual will be collaborating closely with staff from various departments, external vendors, and partners. This collaboration helps to create smooth event experiences and maintain the high standards the gardens are known for. The work environment includes busy public spaces both indoors and outdoors, sometimes with high traffic, background noise, and varying weather conditions, demanding adaptability and resilience.

Working hours are typically Monday through Friday from 8:00 am to 4:30 pm; however, flexibility is necessary to accommodate the nature of private events. During peak seasons, the schedule may shift to include evenings, weekends, and varied hours from Tuesday through Saturday. This role requires the candidate to be comfortable working during these adjusted hours to meet program needs.

Applicants must attach a cover letter detailing their experience in event planning, coordination, and oversight, particularly regarding managing multiple vendors and competing priorities while ensuring customer satisfaction. This documentation is vital for consideration. The organization values diversity and encourages individuals from all backgrounds, including Black, Indigenous, people of color, women, trans, nonbinary individuals, and those with disabilities, to apply. The team appreciates diverse perspectives and transferable skills, even if an applicant’s experience does not align perfectly with every requirement.

In this role, the successful candidate will manage rental programs, including scheduling, coordinating move-ins and outs, supervising equipment availability, conducting tours for prospective clients, and maintaining detailed and accurate client records. Coordination with various teams ensures all event needs are met, including catering, set-up, and compliance with City of Madison equity standards. Moreover, managing photo permit policies, billing processes, and use of facility software are crucial administrative tasks.

Overall, this position plays an essential role in maintaining the high standard of guest services and operational excellence that define Olbrich Botanical Gardens. It offers an exciting opportunity to contribute to an organization with a meaningful mission and strong community focus, combining administrative expertise, event management skills, and a passion for exceptional visitor experiences.