Asian Art Museum
Facility Rental Program Assistant (As Needed)
Asian Art Museum, San Francisco, California, United States, 94199
Overview
Facility Rental Program Assistant (As Needed) role at Asian Art Museum. 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 administrative and support functions related to venue sales, coordination, and implementation of private wedding and corporate rental events, including onsite oversight of rental events during evenings and weekends. The role requires flexibility, resourcefulness, tact, judgment, and professionalism in enforcing museum guidelines for facility use, artwork protection, and guest safety. If you are ready to bring your expertise and energy to a forward-thinking institution, we’d love to hear from you. Essential Functions
Act as onsite department representative at events to monitor pre-event load-in and set-up by vendors (caterers, production companies, entertainment, etc.). Respond to vendor and client requests for facility assistance. Coordinate with in-house staff including custodial, security, audiovisual, operations, and building engineers. Monitor post-event clean up and tear down. Communicate with clients and vendors to ensure compliance with museum guidelines regarding facility use, artwork protection, and guest safety. Respond to telephone, email, and onsite inquiries regarding the rental program; provide accurate venue information to potential and booked clients; schedule client meetings, provide client tours as needed, and conduct event production walkthroughs with vendors and clients for pre-event logistics (load-in, set-up, post-event load-out). Assist in general office administration including preparation, receipt, and filing of event documents (invoices, contracts, event communications); track accounts receivable and process payments. Notify interdepartmental teams and on-call event coordinators to ensure proper staffing for all upcoming events. Update rental event calendar and holds daily to maintain accuracy and provide up-to-date statuses for potential clients. Schedule Rental Events Coordinators as needed to ensure proper staffing; inform staff of all event details and client requests. Update customer, conventions, and prospect databases; assist with direct mailings, email promotions, and brochure reprints. Maintain and update the museum’s event venue profile on the Asian Art Museum website and on various event resource sites. Maintain event photography and videography files and coordinate with photographers/videographers to obtain approval for use of images or video on the website, promotional materials, and social media. Assist with development events as needed and perform other related duties as assigned. Minimum Qualifications
Bachelor’s Degree from an accredited college or university and two (2) years of related experience in events or hospitality, or an equivalent combination of education and experience. Strong computer skills; proficiency in MS Office. Excellent oral and written communication skills; strong administrative and organizational abilities; detail-oriented; ability to perform light accounting duties. Good judgment; ability to manage multiple priorities under deadlines; professional demeanor under pressure. Ability to establish and maintain positive working relationships with museum staff, clients, vendors, the public, and outside organizations; represent the museum and rental program proactively; sensitivity to cultural diversity. Ability to work evenings and weekend hours; willingness to set up and break down equipment; ability to handle and transport sometimes heavy materials. Working Conditions
Normal office environment with movement around the building to show spaces and implement events. Physical mobility, agility, and some light lifting required. Must be able to work evenings and weekend hours as required. Compensation
This position is represented by Local 1021, Service Employees International Union (SEIU). New hires start at step 1 of the wage range:
$26.7996/hour . This is an as-needed/on-call position with the museum. Our Diversity, Equity, Inclusion Commitments
We are dedicated to Diversity, Equity, Accessibility & Inclusion in all we do. We strive to foster a culture of respect, belonging, and inclusivity for all employees. Our mission is to celebrate, preserve, and promote Asian and Asian American art and cultures for local and global audiences, and to deepen understanding and empathy among people of all backgrounds. We encourage applicants from all backgrounds to apply. What’s Next?
Apply online at https://about.asianart.org/careers/. Applications will be screened against stated criteria. Qualified candidates will be invited to participate in the interview process. The process may take up to about four weeks and is subject to a thorough background check. The Asian Art Museum is an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, veteran status, disability, genetic information, political views or activity, or other legally protected characteristics. Qualified applicants with criminal histories will be considered in accordance with applicable laws.
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Facility Rental Program Assistant (As Needed) role at Asian Art Museum. 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 administrative and support functions related to venue sales, coordination, and implementation of private wedding and corporate rental events, including onsite oversight of rental events during evenings and weekends. The role requires flexibility, resourcefulness, tact, judgment, and professionalism in enforcing museum guidelines for facility use, artwork protection, and guest safety. If you are ready to bring your expertise and energy to a forward-thinking institution, we’d love to hear from you. Essential Functions
Act as onsite department representative at events to monitor pre-event load-in and set-up by vendors (caterers, production companies, entertainment, etc.). Respond to vendor and client requests for facility assistance. Coordinate with in-house staff including custodial, security, audiovisual, operations, and building engineers. Monitor post-event clean up and tear down. Communicate with clients and vendors to ensure compliance with museum guidelines regarding facility use, artwork protection, and guest safety. Respond to telephone, email, and onsite inquiries regarding the rental program; provide accurate venue information to potential and booked clients; schedule client meetings, provide client tours as needed, and conduct event production walkthroughs with vendors and clients for pre-event logistics (load-in, set-up, post-event load-out). Assist in general office administration including preparation, receipt, and filing of event documents (invoices, contracts, event communications); track accounts receivable and process payments. Notify interdepartmental teams and on-call event coordinators to ensure proper staffing for all upcoming events. Update rental event calendar and holds daily to maintain accuracy and provide up-to-date statuses for potential clients. Schedule Rental Events Coordinators as needed to ensure proper staffing; inform staff of all event details and client requests. Update customer, conventions, and prospect databases; assist with direct mailings, email promotions, and brochure reprints. Maintain and update the museum’s event venue profile on the Asian Art Museum website and on various event resource sites. Maintain event photography and videography files and coordinate with photographers/videographers to obtain approval for use of images or video on the website, promotional materials, and social media. Assist with development events as needed and perform other related duties as assigned. Minimum Qualifications
Bachelor’s Degree from an accredited college or university and two (2) years of related experience in events or hospitality, or an equivalent combination of education and experience. Strong computer skills; proficiency in MS Office. Excellent oral and written communication skills; strong administrative and organizational abilities; detail-oriented; ability to perform light accounting duties. Good judgment; ability to manage multiple priorities under deadlines; professional demeanor under pressure. Ability to establish and maintain positive working relationships with museum staff, clients, vendors, the public, and outside organizations; represent the museum and rental program proactively; sensitivity to cultural diversity. Ability to work evenings and weekend hours; willingness to set up and break down equipment; ability to handle and transport sometimes heavy materials. Working Conditions
Normal office environment with movement around the building to show spaces and implement events. Physical mobility, agility, and some light lifting required. Must be able to work evenings and weekend hours as required. Compensation
This position is represented by Local 1021, Service Employees International Union (SEIU). New hires start at step 1 of the wage range:
$26.7996/hour . This is an as-needed/on-call position with the museum. Our Diversity, Equity, Inclusion Commitments
We are dedicated to Diversity, Equity, Accessibility & Inclusion in all we do. We strive to foster a culture of respect, belonging, and inclusivity for all employees. Our mission is to celebrate, preserve, and promote Asian and Asian American art and cultures for local and global audiences, and to deepen understanding and empathy among people of all backgrounds. We encourage applicants from all backgrounds to apply. What’s Next?
Apply online at https://about.asianart.org/careers/. Applications will be screened against stated criteria. Qualified candidates will be invited to participate in the interview process. The process may take up to about four weeks and is subject to a thorough background check. The Asian Art Museum is an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, veteran status, disability, genetic information, political views or activity, or other legally protected characteristics. Qualified applicants with criminal histories will be considered in accordance with applicable laws.
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