Seasonal Events Coordinator

Reports to: Chief Executive Officer
Location: Portland, OR
Type: – Part time/Limited Duration
Rate of Pay: $25 hourly – 20-24 hours weekly

To Apply: Please submit your resume and cover letter to jobs . Please include Seasonal Event Coordinator in the subject line. No phone calls, please. Only completed applications with all the requested materials will be considered.

Qualified candidates must complete a background check prior to hiring.

Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Parks and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge, and the Garage with beautiful gardens adjacent to Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs.

Pittock Mansion is one of the top tourist destinations in Portland.

The organization is at an exciting juncture of growth, reimagination, and evolution with the new vision, Pittock 2.0.

The Seasonal Events Coordinator is a part-time, limited duration position primarily responsible for expanding the event rentals and photo shoots during the holiday season and developing other special programs at the museum. This role combines creativity, logistical expertise, and strong hospitality skills to produce memorable experiences that further the Mansion’s mission of inspiring understanding and stewardship of Portland’s history.

This is a newly created position that will directly report to the Chief Executive Officer and will primarily promote, sell and manage Pittock Mansion’s new Holiday Rental/ Photo shoot program while helping develop a yearlong rental and special program structure.

This job will be a customer service and hospitality driven role that will work with multiple external clients as well as with the internal team.

Flexibility of schedule is a must to be the lead POC and host any onsite rental events during the weekday evenings or weekend.

Facility Rentals: Being unique and one of the most beautiful venues in Portland, Pittock Mansion is poised to proactively expand its facility rental and photo shoot program for the holiday season.

• Target and market the facility rental program for the holidays to a wide variety of potential clients such as businesses and corporate clients, event and conference planners, professional photographers as well as wedding planners and other partners.
• Ensure that the holiday season facility rental calendar is optimized with event and photoshoot reservations.
• Act as the key POC for all rental clients and serve as Pittock’s host staff to manage the pre, during and post planning of the events from start to finish, ensuring smooth operations, guest satisfaction, and adherence to safety protocols.
• Walkthroughs with potential clients, process rental agreements, permits and payments and maintain the event supplies inventory.
• Collaborate with the internal and external parties about the event, ensure the required set up and tear down, vendor coordination and be the onsite host staff on the day of the event.
• Ensure event client satisfaction through follow-up surveys and work towards a continuous improvement model for the facility rental program.

• Review and refine the current contract and marketing materials so that there’s a clear, attractive and concise booklet and website content on the Pittock rentals. This would include recommended caterer and other vendor information, etc.
• Provide regular data and reports to management.
• Manage, monitor, and report on finances related to events.
• All other duties and responsibilities assigned by management.

• Bachelor’s degree in marketing and communications, business management or equivalent experience with a sales focus a must.
• Minimum two years of direct experience in events preferably for a nonprofit, cultural or hospitality related organization.
• Ability to be resilient, adaptive, collaborative, and creative and embrace the fact that Pittock Mansion is at a “building as its flying” stage where change…