The Natural History Museum of Los Angeles County is seeking an Assistant, Events for our Marketing & Communications department. As part of the Marketing & Communications Division, the Assistant, Events works closely with the Director, Special Events and act as a representative of the Museum and the Events department by providing outstanding customer service support for events by creating a friendly, welcoming, and informative environment for all Museum clients, guests, vendors, and staff. They will also work closely with the Events Coordinator and Events Manager to understand and execute the event to the client, department, and Museum’s satisfaction and to develop and facilitate activities, plan and present programs, and to help create an engaging, creative, and educational Museum experience.
Responsibilities for this position include, but are not limited to:
Assists the Events Coordinator and Events Manager with the setup and execution of events from load-in to load-out, inclusive of preparation and cleanup.
Communicates with the client’s event planner and vendors as to how and when to load-in and load-out before and after the event.
Ensures that event spaces are prepared as listed on the work order and are operational for guest arrival – inclusive of lighting, AV, and system operations. Communicates any changes or last minute requests to all related parties.
Oversees load-out and cleanup, including supervision of all event staff, inclusive of other departments, division, and contracted vendors. At the conclusion of load-out, performs a final walkthrough with the planner and vendors to ensure all event spaces are clear of equipment and trash.
Responds to visitor questions and concerns by explaining programs, exhibits, and events for the Museum and surrounding facilities or directs them to appropriate Museum staff. Directs guests to the appropriate galleries, eateries, shops, web pages and Museum personnel, such as Gallery Interpreters, Managers, and Membership representatives.
Acts as a Museum representative on the floor at all times in public areas, especially when the Coordinator or Manager is not on the floor. Uses discretion when handling issues during events, reporting all incidents and complaints to Coordinator or Manager as appropriate.
Greets and welcomes all guests to the Museum with a positive, enthusiastic and professional attitude and appearance at all times. Resolves client and vendor concerns and complaints in a timely manner.
Responsible for leading activities for overnights, sleepovers, and other internal events as needed for children and adults. May be called upon to conceptualize and coordinate logistics for new activities.
Performs general administrative work on occasion when requested by the Events Director or Events Manager. Screens office callers and telephone calls, furnishes requested information, refers calls to more appropriate parties, and personally handles calls, which do not require the attention of the supervisor. As appropriate, handles complaints or refers to the appropriate staff member. Checks materials being submitted for supervisor’s attention to ascertain that all relevant information (data, files, approvals) is included. Opens, sorts, and distributes incoming mail and email.
Makes appointments and arranges conferences and meetings for supervisor and others in the division as directed. Schedules meetings on the Museum Master Calendar as appropriate and provides logistical support for meetings including registration, refreshments, and audio-visual equipment. Arranges for parking for external guests, greets guests at the Museum’s entrance, and escorts them to the division.
Creates and maintains physical and data files for supervisor and as appropriate, the division.
Unless otherwise assigned within the division, maintains inventory for general office supplies for division and handles all orders when needed.
This position has the following requirements:
Two or more years course work toward a college degree or related work experience.
Proficient in using computers and with knowledge of the Microsoft Office Suite including, Microsoft Word, Excel, Outlook, PowerPoint, basic internet, email and calendaring system.
Must be available to work weekends, evenings, and holidays on a regular basis.
Must be able to lead children in activities in an educational environment.
Must have the ability to work independently as well as part of a team as events are sometimes spread out over several areas.
Must be an excellent communicator both verbally and written, and able to work with a wide variety of ages, personalities and cultural groups.
Will spend substantial time standing and walking while conducting site tours and overseeing setup and breakdown at events.
Must be able to work indoors and outdoors for extended periods of time with exposure to various weather conditions.
Must travel via personal vehicle or public transport to off-site meetings and events.
Must travel via personal vehicle or public transport to all sites within the Natural History Family of Museums, including the Natural History Museum, La Brea Tar Pits and Museum, and William S. Hart Museum.
May lift up to 25 lbs. periodically.
Operate a computer using various Microsoft Office and accounting software
The Natural History Museum of Los Angeles County is seeking applicants who have demonstrated experience and commitment working with a diverse community. Salary is commensurate with experience plus excellent benefits. This is a part time regular, non-exempt position.
A cover letter, current resume, and list of 3-4 references are required for all applicants. Review of applications begins immediately and continues until position is filled. Interested candidates please visit www.nhm.org/jobs and click the link of the position for which you are interested.
The Natural History Museum of Los Angeles County is an Equal Opportunity Employer. Please, No Phone Calls, No Fax.