VIP Services Coordinator

Date: 10/12/2026 Job Title: VIP Services Coordinator Division: Development FLSA: Exempt Location: Washington, DC Schedule: Full-Time, to include evenings and weekends as required* Reporting Manager: VIP Services Manager Travel: N/A Salary: $46,000-$60,000 *Depending on Experience *Salary adjusted to local market rates POSITION SUMMARY The VIP Services Coordinator supports the daily operations and administration of the Museum of the Bible’s VIP Services department, including the Museum Suites and VIP Tours programs.

This position coordinates guest experiences, manages reservations and visit logistics, maintains accurate records, and ensures the timely execution of hospitality services for distinguished guests, donors, executives, and other VIP visitors. This position reports directly to the VIP Services Manager and works closely with the VIP Tours Supervisor, and cross-functional Museum teams, the coordinator helps deliver consistent, personalized, and high-quality guest experience.

Responsibilities include

coordinating suite reservations and guest communications, facilitating VIP tour arrangements, maintaining departmental systems and records, monitoring hospitality inventory, preparing reports, and supporting special visits and projects. The VIP Services Coordinator serves as an essential operational partner, ensuring that administrative details, communications, and service preparations are completed accurately and efficiently.

This position requires exceptional organizational skills, discretion, attention to detail, and a commitment to the Museum’s standards of hospitality, confidentiality, and service excellence.

Responsibilities

for this role also include SalesForce data entry and management for careful tracking of our VIP guests. DUTIES & RESPONSIBILITIES VIP Guest Experience and Visit Coordination Coordinate the logistical details of VIP visits, ensuring appropriate preparations are completed before, during, and after each guest’s visit. Communicate with internal stakeholders to confirm guest itineraries, arrival details, special requests, and hospitality arrangements.

Prepare guest itineraries, confirmation communications, briefing materials, and other documents needed to facilitate seamless visits. Assist with coordinating personalized guest experiences, including special amenities, hospitality gifts, transportation arrangements, and dining requests, as applicable. Respond to guest inquiries and service requests promptly, professionally, and courteously.

Anticipate guest needs and proactively communicate potential issues or service gaps to the VIP Services Manager Maintain the highest standards of professionalism, discretion, and confidentiality when handling information related to donors, executives, dignitaries, and other distinguished guests. Coordinate with Security and other relevant departments to ensure appropriate arrangements are in place for sensitive or high-profile visits.

Support the execution of special VIP engagements, donor experiences, and departmental events as assigned. Cultural Sensitivity and Diversity Management: Manage a diverse team and guest population. Has cultural awareness, language skills and ability to create inclusive environments to ensure a positive experience for both staff and VIP guests.

Cross Departmental Collaboration Establish and maintain effective working relationships with Development, CEO, Curatorial, Education, Security, Facilities, Food & Beverage, Events, and other Museum departments. Communicate relevant visit details, operational requirements, and changes to the appropriate internal stakeholders.

Follow established approval processes and departmental procedures when coordinating guest experiences and special requests. Assist with coordinating special projects and departmental initiatives that enhance VIP hospitality and operational efficiency. Promote a collaborative, service-oriented approach to supporting the Museum’s guests and internal partners.

Represent the VIP Services department professionally in communications and interactions with colleagues and external stakeholders. VIP Tours and Hospitality Coordinate the administrative and logistical components of qualified VIP tours in collaboration with the VIP Services Manager and VIP Tours Supervisor. Assist with tour scheduling details, including guest information, visit dates, group sizes, itineraries, and special requirements.

Coordinate with Development, Executive, Curatorial, Education, Security, and other departments to facilitate tour arrangements and special experiences. Maintain accurate records of VIP tour requests, confirmations, completed visits, guest feedback, and related activities in Salesforce and other applicable systems. Prepare tour and suites schedules, guest itineraries, briefing materials, and internal communications to ensure all stakeholders have the information necessary to execute each visit.

Assist with coordinating special access, behind-the-scenes experiences, collection-related engagements, and other approved VIP tour enhancements. Coordinate Museum Suites reservations, guest communications, arrival preparations, and departure procedures in accordance with established policies and procedures. Maintain accurate reservation records, guest information, room assignments, and occupancy data within PMS and other applicable systems.

Monitor upcoming reservations, room availability, special requests, and operational needs to ensure are prepared for arriving guests. Prepare and distribute guest confirmation details, arrival instructions, and other hospitality communications as appropriate. Maintain accurate and timely information across departmental systems, including Salesforce, PMS, Wrike, and other applicable platforms.

Enter, update, and verify information related to reservations, VIP visits, guest interactions, and hospitality activities. Monitor incoming requests and maintain organized records of approvals, confirmations, correspondence, and outstanding action items. Support departmental projects, special visits, and operational initiatives as assigned by the VIP Services Manager Other duties as assigned QUALIFICATIONS & REQUIREMENTS Knowledge: Associate or bachelor’s degree in hospitality management, business administration, communications, tourism, or a related field preferred; equivalent professional experience considered.

Two or more years of experience in hospitality, guest services, administrative coordination, hotel operations, event coordination, or a related field preferred. Experience using CRM systems, reservation platforms, databases, or other administrative systems preferred. Experience working with confidential information or supporting senior-level stakeholders is an advantage.

Skills/Core Competencies: Excellent verbal and written communication skills. Exceptional customer service and hospitality skills. Ability to operate in an extremely courteous and professional manner. Highly organized with the ability to prioritize and meet multiple concurrent deadlines. Be thorough, detail-oriented and can muti-task.

The ability to think and respond quickly to offer solutions to problems or issues in an efficient manner. Be self-driven and can work in a team with little supervision. Basic skills in all Microsoft Office applications. Strong organizational and multitasking abilities, with experience in data entry, reporting, and administrative support.

High attention to detail and a commitment to maintaining the highest standards of guest service and operational excellence Abilities/Attributes: Able to work evenings and weekends as needed. Stand or walk for extended periods of time and lift 50 lbs. Must be able to push a fully loaded cart up the ramp. Champion the Museum of the Bible’s mission to invite all people to engage with the transformative power of the Bible As required, inclusion in official or incidental photographs and videos for MOTB and/or guests.