Assistant Museum and Events Coordinator
Estrella Warbirds Museum
Paso Robles, California
Position Summary
Estrella Warbirds Museum is seeking a dependable, organized, and enthusiastic Assistant Museum and Events Coordinator to support the day-to-day operations, programs, events, volunteers, and visitor experience of the museum.
The Assistant Museum and Events Coordinator will work closely with museum leadership, staff, volunteers, and community partners to help ensure the museum operates efficiently, remains welcoming to visitors, and successfully carries out its mission of preserving and sharing aviation, military, automotive, and local history.
This is a hands-on position ideal for someone who enjoys working with people, managing multiple responsibilities, solving problems, and being involved in both the administrative and operational sides of a museum.
Key Responsibilities
Museum Operations
- Assist with the daily opening, closing, and general operation of the museum.
- Help ensure museum buildings, exhibits, visitor areas, and grounds are clean, organized, safe, and presentation ready.
- Perform regular walkthroughs of museum areas and report maintenance, safety, signage, or facility concerns.
- Assist museum leadership with coordinating repairs, vendors, deliveries, supplies, and other operational needs.
- Maintain organized museum operational records, forms, calendars, and documentation.
- Help develop and maintain procedures that improve day-to-day museum operations.
- Assist with special projects as assigned by museum leadership.
Events and Special Programs
- Assist with the planning, organization, setup, operation, and breakdown of museum events and special programs.
- Coordinate with event staff, volunteers, vendors, sponsors, community organizations, and outside partners when assigned.
- Help prepare event spaces, signage, tables, chairs, equipment, admission areas, and other event materials.
- Assist with event check in, guest services, parking coordination, vendor coordination, and other event related responsibilities.
- Help maintain event schedules, checklists, vendor information, and operational documents.
- Be available for select evenings, weekends, and special events as required.
- Assist with major museum events including fundraisers, community events, private events, educational programs, and other museum activities.
Visitor Experience
- Provide a professional, welcoming, and helpful experience for museum guests.
- Assist visitors with general questions, museum information, directions, exhibits, events, memberships, and other inquiries.
- Help ensure visitor areas remain organized and inviting throughout operating hours.
- Assist with resolving visitor concerns or communicating issues to museum leadership when necessary.
- Promote upcoming museum programs, events, membership opportunities, and other museum initiatives.
Volunteer Coordination
- Assist with volunteer orientation and training.
- Maintain positive working relationships with museum volunteers and recognize the important role they play in museum operations.
- Assist museum leadership with recruiting and onboarding new volunteers when necessary.
Administrative Support
- Help track museum projects, deadlines, assignments, and follow up items.
- Assist with maintaining calendars for museum activities, tours, events, meetings, and facility usage.
- Communicate professionally with museum members, volunteers, vendors, sponsors, donors, community organizations, and the general public.
Qualifications
The ideal candidate will have:
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- A professional and friendly attitude when working with the public.
- The ability to work effectively with staff, volunteers, visitors, vendors, and community partners.
- The ability to manage multiple responsibilities and changing priorities.
- Strong attention to detail.
- Good problem solving skills and the ability to take initiative.
- Basic proficiency with computers, email, Microsoft Office, Google Workspace, or similar business software.
- The ability to work independently while also functioning effectively as part of a team.
- A willingness to perform both administrative and hands-on operational responsibilities.
- Reliable transportation and dependable attendance.
Previous experience in museums, nonprofits, hospitality, customer service, event management, administration, tourism, education, historic preservation, military organizations, or volunteer management is preferred but not required.
An interest in aviation, military history, automobiles, history, museums, or community service is a plus.
Physical Requirements
This position may require the employee to:
- Regularly walk throughout museum buildings, hangars, outdoor areas, and event spaces.
- Stand for extended periods during museum operations and events.
- Bend, reach, and perform light physical tasks associated with museum and event operations.
- Lift and carry approximately 25 to 40 pounds when necessary.
- Work indoors and outdoors in varying weather conditions during museum activities and special events.
- Assist with moving tables, chairs, signage, event supplies, and other light equipment when appropriate.
Reasonable accommodations may be made for qualified individuals with disabilities.
Schedule
The Assistant Museum and Events Coordinator’s schedule will be based on the operational needs of Estrella Warbirds Museum.
The position may require availability during:
- Regular museum operating hours
- Weekends
- Select evenings
- Museum events
- Fundraisers
- Private functions
- Community programs
- Special museum activities
Some flexibility in scheduling will be required, particularly during major museum events.
Desired Characteristics
The successful Assistant Museum and Events Coordinator should be:
- Dependable
- Organized
- Professional
- Approachable
- Self motivated
- Detail oriented
- Flexible
- Community minded
- Comfortable working with volunteers
- Willing to take initiative
- Capable of following through on assignments
- Passionate about providing an excellent experience for museum guests
Position Expectations
The Assistant Museum and Events Coordinator is expected to represent Estrella Warbirds Museum professionally and respectfully at all times.
Because Estrella Warbirds Museum relies heavily on the commitment of its volunteers, members, donors, and community supporters, this position requires an individual who understands the importance of teamwork and can successfully work with people from a wide variety of backgrounds and experience levels.
The individual should be willing to step in where needed and understand that museum operations often require flexibility beyond a traditional office environment.
Equal Opportunity
Estrella Warbirds Museum is committed to providing equal employment opportunities and maintaining a professional environment that respects all employees, volunteers, members, and visitors. Employment decisions will be based on qualifications, performance, organizational needs, and other lawful considerations.
About Estrella Warbirds Museum
Estrella Warbirds Museum is dedicated to the preservation and presentation of military aviation, vehicles, artifacts, memorabilia, and history for current and future generations. Through its exhibits, programs, events, volunteers, and community involvement, the museum provides visitors with an opportunity to experience and learn about important pieces of American military, aviation, and automotive history.