Specialist, Events
22 hours ago
The Academy Museum of Motion Pictures furthers the understanding, celebration, and preservation of cinema through inclusive and accessible exhibitions, screenings, programs, and collections. Welcoming visitors from Los Angeles and around the world, the Museum works in active partnership with motion picture artists and specialists, scholars, staff, and diverse communities to contextualize and challenge dominant narratives around cinema, inspiring discourse, connection, joy, and discovery.
Reporting to the Vice President, Events, the Specialist will be responsible for scheduling, communications, and administration related to private event rentals of event spaces and theaters. The position requires an extremely organized and detail-oriented professional with the ability to efficiently process a high volume of inquiries and special requests. The Specialist will also support event operations at Academy properties.
This position is represented by a union.
You Will:
- Process and respond to private event inquiries and filming requests for corporate members, nonprofits, and other organizations; provide information on venue policies, rates, and booking requirements; support outbound sales initiatives and other strategic outreach.
- Schedule and conduct client site tours and location scouts; schedule inquiry follow-up calls.
- Utilize Salesforce to input and update client, billing, and contract details; update sales reports and trackers.
- Assist with drafting and editing event contracts and proposals.
- Create event layouts and update existing templates.
- Lead and execute small to medium size events as assigned.
- Generate invoices and reconcile payments and credits with the Accounting Department.
- Liaise with internal operating departments and vendors to deliver on event requirements.
- Facilitate client evaluation tools and reporting; coordinate client gifting.
- Maintain photography archive and coordinate updates of webpages and sales/marketing collateral.
- Support event operations as scheduled at the Academy Museum, Academy Headquarters, Pickford Center, and the Margaret Herrick Library.
- Fulfill special projects and other administrative duties as assigned.
Position Requirements
You Have:
- Bachelor’s degree or event/hospitality/production professional certification. An equivalent combination of education and experience will be considered in lieu of a bachelor’s degree or professional certification.
- 3+ years of experience in events, sales, production, and/or hospitality at a fast-paced venue.
- Strong communication and organizational skills; quick response time; strong sense of urgency when needed and ability to prioritize tasks.
- A friendly, customer service approach with clients and colleagues; good judgement and ability to professionally manage confidential information.
- Familiarity with Salesforce or other CRM; familiarity with Cvent Event Diagramming (Social Tables) or similar program.
- Proficiency with spreadsheet programs (Airtable experience a plus).
- Ability to communicate with a wide range of clients and constituents from a variety of industries and backgrounds.
- Experience in the arts/cultural/museum space and/or entertainment/film/television industry preferred.
- Availability to work early mornings, late evenings, and weekends as scheduled.
- Reliable mode of transportation.
- A commitment to diversity, equity, accessibility, and inclusion.
Other Requirements:
- If hired, we require all employees to be vaccinated against COVID-19, unless a medical or religious accommodation is needed as determined on a case-by-case basis.
- Comprehensive medical, dental, and vision.
- PTO and Sick Time
- 401(k)
The expected base hourly wage for this role is $26.00. The actual base pay offered will be determined by factors such as experience, skills, training, location, certifications, education, and other factors permitted by law. Decisions will be made on a case-by-case basis.
EOE Statement The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.
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