Facility Rental Program Assistant (As Needed)

About the role

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.

Responsibilities

• Maintains and updates museum’s event venue profile on the Asian Art Museum website and various event resource websites.
• Communicates with photographers and videographers to receive approval for use of images or video on museum website, promotional materials, and social media sites.
• Notifies interdepartmental teams (security, a/v, docents, custodial, etc.) and on-call event coordinators to ensure proper staffing for all upcoming events.
• Updates the customer, conventions, and prospect database; assists with direct mailings, email promotions, and brochure reprints.
• Assists with development events as needed.
• Monitors pre-event load-in and set-up by all vendors including caterers, production companies, entertainment, etc.
• Responds to vendor and client requests for facility assistance.
• Coordinates and cooperates with in-house staff including custodial, security, audiovisual, operations, and building engineers.
• Maintains and updates museum’s event venue profile on the Asian Art Museum website and various event resource websites.
• Schedules as-needed Rental Events Coordinators monthly to ensure proper staffing of upcoming events; informs as-needed staff of all event details and client requests.
• Communicates 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.
• Notifies interdepartmental teams (security, a/v, docents, custodial, etc.) and on-call event coordinators to ensure proper staffing for all upcoming events.
• Updates the customer, conventions, and prospect database; assists with direct mailings, email promotions, and brochure reprints.
• Assists with development events as needed.
• Performs other related duties as assigned.

Requirements

• 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.
• Willingness to work evenings and weekend hours; maximum flexibility required.

Qualifications

• Will be represented by Local 1021; Service Employees International Union (SEIU).
• New hires start at step 1 of the wage range: $26.7996/hour.
• This is an as needed/on-call position with the museum.

Benefits

At the Asian Art Museum, we are dedicated to ideating, building, and holding ourselves accountable for Diversity, Equity, Accessibility & Inclusion in everything we do. We strive to foster a culture of respect, belonging and inclusivity for all employees.

Pay

This position is represented by Local 1021; Service Employees International Union (SEIU) and new hires start at step 1 of the wage range: $26.7996/hour. This is an as needed/on-call position with the museum.

Schedule

This position is represented by Local 1021; Service Employees International Union (SEIU) and new hires start at step 1 of the wage range: $26.7996/hour. This is an as needed/on-call position with the museum.