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Job: Event Assistant (FT)

Job: Event Assistant (FT)

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Published by montalvoarts

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Published by: montalvoarts on Jun 27, 2014
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08/04/2014

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Montalvo Employment Opportunity
 
Job Title:
 
Event Assistant
FT, 40 hours/wk, hourly, non-exempt Montalvo Arts Center is seeking a highly energetic and organized Assistant to join our busy Corporate & Private Events office. Reporting to the Manager of Corporate & Private Events, this is an administrative position responsible for working across departmental areas to support the coordination, and implementation of all aspects of special events. Key responsibility of the Assistant is to ensure the highest level of customer satisfaction for Montalvo’s guests. This is a full time position, with a flexible work schedule, typically Tuesday-Saturday, but may vary and will include some evening, weekend and holiday hours.
Responsibilities include, but are not limited to:
 
Timely response to client, vendor and staff requests.
 
Record/maintain inquiry details and set appointments for Manager.
 
Communicate status of client/vendor to Manager weekly. Maintain client files and vendor databases/files.
 
Create checklist of all tasks for ceremonies and opening/closing events; coordinate site visits and rehearsal set-up plans with client, vendors and Facilities department.
 
Maintain accurate weekly financial records/reports. Process payments accurately. Track and record payments, send payment reminders and follow-up on a timely basis.
 
Mail copy of executed contract to client with receipt & thank you letter.
 
Research and process refund of security deposits, as needed. Send closing packet.
 
Distribute event details to internal departments and event vendors.
 
Maintain office supplies and equipment.
 
Assist with marketing promotional events and professionally represent Montalvo and Events Dept. Have basic knowledge of Montalvo Arts Center history and current programs. Maintain rentals information on website and social media sites with Marketing staff.
 
Gather estimates for repairs for facility or equipment damage from appropriate departments.
 
Ensure venue is prepared for tours and pre/post events.
 
Assist with and lead site tours; attend client-planning meetings, as needed.
 
Secondary functions: Attend on-site events and assist Manager with production. Assist with ceremony rehearsals as needed. Serve as back-up coordinator for some events. Oversee and close evening events as requested.
 
Perform other related duties as required.
The ideal candidate will have the following qualifications:
 
Experience in event sales or event production with catering/hotel/restaurant preferred. Bachelor’s degree preferred. Experience as Exec Asst./Admin Asst. preferred.
 
Excellent organizational skills with particular attention to detail. Accurate accounting and paperwork a must.
 
Capacity to remain calm in highly stressful and emotional environment. Maintain confidence and poised professionalism at all times with clients, vendors, staff, volunteers, trustees and event guests.
 
Excellent written and verbal communication skills in English. Excellent handwriting. Conversational skills in Mandarin or Spanish are desirable.

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