As a member of the Special Events team, including the Director of Museum Events and Special Events Manager, the Special Events Assistant provides administrative and hands on support with museum events organized by the Development department. S/he reports to the Special Events Manager to perform logistical and organizational tasks for a wide spectrum of events including fundraising galas, campaign meetings, Director's Office events, internal and external cultivation events, and exhibition openings, under guidance by the Director of Museum Events. The nature of the work requires maximum flexibility and resourcefulness, in addition to impeccable tact with focus and good humor under pressure.
EXAMPLES OF DUTIES
Working closely with the Special Events Manager, the Special Events Assistant provides support with all aspects of planning and implementation of events
Processes event invoices using Concur, reconciles credit card charges, and assists in tracking and recording expenses.
Submits work requests with other museum departments using EventPro.
Assists with scheduling fiscal year events calendar, including regular review and reporting of all tentatively booked events, and secures spaces within the museum using EventPro and Outlook.
Coordinating with the Development Information Systems team, requests and maintains mailing lists for special events, tracks RSVPs and final attendance, and updates relevant donor information into Raisers Edge.
Creates electronic invitations and collateral for a variety of museum events.
Oversees supply inventories following each event. Orders supplies needed for events and ensure items arrive in a timely fashion.
Learns museum guidelines with regard to use of the facilities, the protection of artworks, and safety of event guests. Effectively explains and implements them to vendors to ensure compliance during events.
With guidance of the Special Events Manager, oversees and executes monthly membership events.
Works independently and with the Special Events Manager to setup and strike in-house events.
During events, acts as onsite department representative.
For larger scale event, assists with onsite event logistics, such as: Monitoring pre-event load-in and setup by all vendors including caterers, production companies, entertainment, etc.; Coordinating and collaborating with in-house staff including custodial, security, operations and building engineers.; Occasionally monitoring post-event strike and tear down.
Bachelor's Degree from an accredited college or university
One (1) year of related work experience; or an equivalent combination of education and experience
Strong computer skills; proficiency in MS Office, including Outlook and Word
Knowledge and working ability of Photoshop, Raisers Edge, and EventPro preferred, but not required
Excellent oral and written communication skills; outstanding interpersonal and organizational skills
Ability to display good judgment, successfully prioritize multiple tasks, maintain a sense of perspective and humor while working under pressure, give great attention to detail and accuracy
Ability to deal courteously, effectively and tactfully with museum staff, Board members and committees, the general public, outside organizations, vendors, and maintain positive work relationships with internal museum departments
Ability to work evenings and weekend hours - maximum flexibility required
$21.9046 - $26.3080 per hour** with a generous benefits package
New hires start at the beginning of the salary range and this position is represented by SEIU 1021.
- The Asian Art Museum is one of the largest museums in the Western world devoted exclusively to Asian art and culture. Home to more than 18,000 works of art from over 40 Asian countries, we strive to be a catalyst for discovery, dialogue, and inspiration. With Asia as our lens and art as our cornerstone, we spark connections across cultures and through time, igniting curiosity, conversation, and creativity. *
The Asian Art Museum embraces diversity in its mission, programs, and staff.