Reports to: Associate Director of Special Events and Corporate Relations and Special Events Coordinator
Department: Development & Membership
Classification: Part-Time, Non-Exempt (20 hours per week, including some weekends/evenings)
Under the supervision of the Associate Director of Special Events and Corporate Relations, the Special Events Assistant will provide logistical and administrative support for special events produced by the Museum including; fundraising galas such as Art Alive, exhibition openings, donor receptions and dinners, as required. The Special Events Assistant will communicate pertinent information and conduct tours of the facility with potential clients interested in booking an event. The Special Events Assistant will also coordinate the annual Art Alive floral design floral installation with volunteer florists and the Art Alive Floral Committee.
Duties and Responsibilities
- Assist the Special Events Coordinator in facilitating private event facility use, including but not limited to weddings, corporate events, and community functions.
- Assist in providing tours of the facility and maintain updated materials and website information for event prospects.
- Assist in maintaining systems to monitor event success.
- Assist in the preparation of event sheets and other necessary communications for Museum staff in a timely manner.
- Assist with a variety of clerical assignments and departmental mailings, or any other special projects as assigned by the Associate Director of Special Events and Corporate Relations.
- Assist in the coordination of proposals, contracts and implementation of external events to enhance client experience and cultivate long-term corporate relationships.
- Work with internal and external clients to ensure that events achieve expected outcomes and meet expectations of event “host.”
- Be on site and act as a Museum representative as requested by the Special Events Coordinator during special events.
- Interact effectively with Museum staff, trustees, committee members and visitors.
- Maintain Museum standards and quality of service for events; adhere to and enforce SDMA facility usage guidelines with all vendors and clients.
- Coordinate all logistics and staffing of smaller events when necessary.
- Assist in coordination of Art Alive annual fundraiser event logistics and staffing.
- Coordination of floral designer participation in Art Alive, including the selection of designers in conjunction with the Art Alive Floral Committee.
- Coordinate with Museum Registrars, graphic designers and other staff as needed to select works for floral interpretation, communicate and coordinate selection and design process with volunteer floral designers, and oversee on-site installation and removal.
- Other duties as assigned.
Abilities: Highly detail oriented, strong team player with high degree of organization and initiative. Ability to exercise good judgment and decision making. Able to work under pressure while meeting deadlines and handling multiple projects simultaneously. High level of motivation and initiative is required. Ability to communicate effectively and diplomatically with staff, patrons and vendors is vital. Respect, understanding and discretion needed in dealing with complex donor and Trustee relationships. Ability to think creatively, be patient and flexible. An appreciation for the arts and enthusiasm for furthering the mission of the Museum.
Skills: Excellent communication skills, both verbal and in writing. Strong organization and administrative skills. Customer service skills are essential. Computer literate with experience using Microsoft Word, Excel. Experience with development databases (Altru) preferred.
Education: Bachelor’s degree or equivalent preferred but not required.
Knowledge: Must have experience working various special events, including lectures, concerts, weddings, film, audio/visual, and various performing arts and receptions.
Other: A valid California Driver’s license, insurance and willingness to use it on the job preferred. Some evening and weekends are required.
- 50% time spent at the computer.
- Some carrying and lifting up to 25 pounds.
- Daily walking required to the Museum, which includes stairs.
- Some traveling to other sites may be required.
- Office space may be shared.
- Noise level fluctuates from quiet to moderately noisy.
If interested, please submit cover letter and resume: firstname.lastname@example.org, or mail to: The San Diego Museum of Art, Attention: Human Resources, P.O. Box 122107, San Diego, CA 92112.
The San Diego Museum of Art is committed to providing equal employment opportunity and will comply with all applicable federal, state, and local equal opportunity employment laws. The Museum prohibits discrimination against staff members or applicants on the basis of sex, race, religion, color, national origin, disability, protected medical condition, marital status, age, sexual orientation, gender, gender identity, gender expression, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law.