Facility Rental Program Assistant

The Facility Rental Program Assistant (As Needed) supports the Assistant Director, Facility Rental Program in the administration and management of the museum’s rental event program. The Assistant performs a variety of specialized administrative and support functions related to venue sales, coordination, and implementation of private wedding and corporate rental events including the onsite oversight of rental events during evenings and weekends.

They must be able to understand, interpret, and enforce museum guidelines with regard to use of the facility, the protection of artworks, and the safety of event guests. The nature of the work requires maximum flexibility and resourcefulness in addition to impeccable tact, judgment, and professionalism.

The Facility Rental Program Assistant (As Needed) provides assistance to the Facility Rental Program department during periods of peak workload or on special projects. The Facility Rental Program Assistant (As Needed) must be open to work on temporary assignments varying in the number of hours and days.

• 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.

• 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…