Portland Art Museum · 15 hours ago
Events Operations Office Administrator (Full-time)
Portland, OR
Full-time
Onsite
Entry Level
$22.61/hr - $29.30/hr
1+ years expPortland Art Museum is a dynamic institution that embraces diverse forms of art and serves a broad range of audiences. They are seeking an Events Operations Office Administrator responsible for office administration, reporting, data management, and supporting social media and marketing initiatives for the PAM Venues Events department.
ArtAssociationEducationEvents
Responsibilities
Serve as the primary administrative point of contact for general event inquiries, responding to phone and email communications and providing information to prospective clients
Route qualified sales inquiries to Event Sales Coordinators for follow up, site tours, and booking management, and distribute event information and marketing materials to clients and internal partners as directed
Manage shared inquiry and lead inboxes, and coordinate client and vendor communications to collect required event details and documentation, escalating issues as appropriate
Serve as a primary administrative contact for vendor communications related to documentation, scheduling coordination, and payment processing, while maintaining clear, professional communication standards across all correspondence
Prepare and process proposals, contracts, and invoices and supporting documentation in coordination with Event Sales Coordinators and Head of Sales & Experiences
Track client payments and documentation status, and follow up on outstanding balances in accordance with established policies
Process payments and maintain accurate financial records in Tripleseat; generate required reports for the Accounting team
Assist in compiling and closing monthly financial reports by reconciling event documentation and payments for the Accounting team
Maintain organized digital and physical files, including event records, contracts, production schedules, and permits
Assist with internal and external event planning details through administrative coordination, including gathering Run of Show/timelines, floor plans, fire permits, Certificate of Insurance, and event documentation within Tripleseat and shared systems
Manage internal event requests and bookings in Tripleseat, ensuring accurate records
Coordinate scheduling information and access details with security, Visitor Services, Collections, Retail, vendors, and internal production teams; by maintaining accurate records, documentation, and reporting
Prepare and organize materials for internal meetings, site tours, and client walkthroughs (documentation, agendas, checklists) and occasionally support onsite execution
Serve as a central point of coordination for gathering and distributing event-related information across departments, escalating issues as needed
Track and organize event supplies, printed materials, and digital repositories, including templates, marketing assets, and internal reference documents
Compile event photos, feedback, and debrief notes to support reporting and continuous improvement, conduct light research as needed, and coordinate office supply purchasing
Support social media and promotional execution by organizing content, maintaining event imagery and marketing materials, and assisting with updates to the PAM Venues Event department’s digital presence
Coordinate with the Museum’s Marketing team and the Digital Communications Specialist to ensure alignment on messaging, timing, and workflows
Assist with basic tracking of social media performance metrics and provide input for internal reporting as requested
Provide client-facing administrative support in coordination with the Event Sales Coordinators, including communicating with clients to collect required documentation such as signed contracts, deposits, Certificates of Insurance (COIs), and other required materials
Serve as a point of contact for clients regarding documentation status, timelines, and administrative requirements, escalating questions related to pricing, availability, or scope to the Event Sales Coordinators or Head of Sales & Experiences
Support the Sales team by researching and compiling prospective client lead lists, providing organized data and insights to inform sales outreach efforts
Support special projects related to reporting, documentation, systems improvements, or administrative workflows as assigned
Assist with internal process improvements, template updates, and documentation standardization
Conduct light research as assigned to support administrative, operational, or marketing initiatives
Perform other related administrative duties as needed to support the efficient operation of the Pam Venues Events department
Qualification
Required
Associate's degree in business, hospitality, sales, or a related field, or equivalent experience
Minimum of 1-3 years of experience in sales support, administrative assistance, or customer service roles
Strong organizational and administrative skills with a high level of attention to detail
Advanced proficiency in Microsoft Excel, including data organization, reconciliation and report preparation
Excellent written and verbal communication and interpersonal skills, with a strong customer service orientation
Proficiency in Microsoft Office Suite, Google Workspace, and CRM software (Tripleseat experience preferred but not necessary)
Ability to manage competing priorities and maintain accuracy in a highly dynamic, interruption-heavy work environment
Strong problem solving skills with a proactive approach to identifying and resolving issues
Ability to coordinate effectively across departments and maintain clear documentation and follow-through
Preferred
Experience in event planning, hospitality, or a sales-driven environment
Knowledge of sales support processes, event logistics, and hospitality is a plus
Benefits
Medical, dental, and vision insurance
Retirement plan with employer match
Generous paid time off and holidays
Employee perks and discounts
Company
Portland Art Museum
Portland Art Museum is the seventh oldest museum in the United States and the oldest in the Pacific Northwest.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Lisa Hong
HR People & Culture Partner
Rachel Record
Head of Partnerships
Recent News
2025-09-19
2025-09-12
Seattle TechFlash
2025-08-21
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