Facility Rental Program Assistant (As Needed)

Facility Rental Program Assistant (As Needed) The Facility Rental Program Assistant (As Needed) supports the Assistant Director, Facility Rental Program in the administration and management of the museum's rental event program. The Assistant performs a variety of specialized administrative and support functions related to venue sales, coordination, and implementation of private wedding and corporate rental events including the onsite oversight of rental events during evenings and weekends. They must be able to understand, interpret, and enforce museum guidelines with regard to use of the facility, the protection of artworks, and the safety of event guests. Essential functions include: Monitor pre-event load-in and set-up by all vendors including caterers, production companies, entertainment, etc. Respond to vendor and client requests for facility assistance. Coordinate and cooperate with in-house staff including custodial, security, audiovisual, operations, and building engineers. Monitor post-event clean up and tear down. Communicate with clients and vendors to ensure compliance with museum guidelines in regard to use of the facilities, the protection of artworks, and the safety of event guests. Respond to telephone, email, and onsite inquiries regarding the rental program; provide accurate and detailed venue information to potential and booked clients; schedule client meetings, provide client tours as-needed, and event production walkthroughs with vendors and clients regarding pre-event logistics including load-in, set-up, and post event load-out. Assist in general office administration including the preparation, receipt, and filing of event documents (such as invoices, contracts, event communications, etc.); track account receivables; and process payments. Notify interdepartmental teams (security, a/v, docents, custodial, etc.) and on-call event coordinators to ensure proper staffing for all upcoming events. Update rental event calendar holds daily to ensure accuracy and provide up-to-date statuses for potential clients. Schedule as-needed Rental Events Coordinators monthly to ensure proper staffing of upcoming events; inform as-needed staff of all event details and client requests. Update the customer, conventions, and prospect database; assist with direct mailings, email promotions, and brochure reprints. Maintain and update museum's event venue profile on the Asian Art Museum website and various event resource websites. Maintain the event photography and videography files, and communicate with photographers and videographers to receive approval for use of images or video on museum website, promotional materials, and social media sites. Assist with development events as needed; perform other related duties as assigned. Minimum qualifications include: Bachelor's degree from an accredited college or university and two (2) years of related work experience in the events or hospitality industry; or an equivalent combination of education and experience. Strong computer skills; proficiency in MS Office. Excellent oral and written communication skills; outstanding administrative and organizational skills; detail oriented; ability to accurately perform light accounting duties. Ability to display good judgment; successfully sort multiple priorities under constant deadlines; maintain a sense of perspective and humor while working under pressure. Ability to establish and maintain effective and positive working relationships with museum colleagues, clients, vendors, the general public, outside organizations, and groups; represent the museum and the rental program in a proactive and positive manner; show sensitivity to cultural diversity issues. Ability to work evenings and weekend hours; maximum flexibility required; willingness to set up and break down equipment for events; handle and transport sometimes heavy materials. Working conditions include: normal office environment in addition to moving around building to show spaces and implement events. Requires physical mobility, agility, and some light lifting to administer events. The incumbent must be able to work evening and weekend hours as required. Compensation starts at $26.7996/hour. This is an as needed/on-call position with the museum. #J-18808-Ljbffr