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Asian Art Museum · 1 month ago

Facility Rental Program Assistant (As Needed)

San Francisco, CA

Part-time

Onsite

Entry Level

$26.80/hr - $26.80/hr

2+ years exp

The Asian Art Museum is the world’s leading museum dedicated to connecting global audiences with Asian and Asian American art and culture. The Facility Rental Program Assistant supports the administration and management of the museum’s rental event program, coordinating logistics and client relations for various events.

ArtNon Profit

Responsibilities

Acts as onsite department representative at events to:

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

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

Responds to telephone, email, and onsite inquiries regarding the rental program; provides accurate and detailed venue information to potential and booked clients; schedules client meetings, provides 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

Assists in general office administration including the preparation, receipt, and filing of event documents (such as invoices, contracts, event communications, etc.); tracking account receivables; and payment processing

Notifies interdepartmental teams (security, a/v, docents, custodial, etc.) and on-call event coordinators to ensure proper staffing for all upcoming events

Updates rental event calendar holds daily to ensure accuracy and provide up to date statuses for potential clients

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

Updates the customer, conventions, and prospect database; assists with direct mailings, email promotions, and brochure reprints

Maintains and updates museum’s event venue profile on the Asian Art Museum website and various event resource websites

Maintains the event photography and videography files, and communicates with photographers and videographers to receive approval for use of images or video on museum website, promotional materials, and social media sites

Assists with development events as needed. Performs other related duties as assigned

Qualification

Event coordinationClient relationsAdministrative supportMS Office proficiencyCommunication skillsCultural sensitivityOrganizational skillsFlexibility

Required

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

Company

Asian Art Museum

Located in the heart of San Francisco, the museum is home to one of the world’s finest collections of Asian art, boasting more than 18,000 awe-inspiring artworks ranging from ancient jades and ceramics to contemporary video installations.

Founded in 1966

San Francisco, California, USA

51-200 employees