On-Call Event Coordinator

3 weeks ago

San Francisco, United States COFAM- Corporation Of the Fine Arts Museums Full time
Job DescriptionJob DescriptionUnder the direction of the Associate Director and Manager of Event Rentals, On Call Event Coordinators at the Fine Arts Museums of San Francisco act as the official representative of the Museums for events taking place at the de Young and Legion of Honor museums. On Call Event Coordinators manage events that have been organized by the museums’ event leads, including the Associate Director and Manager of Event Rentals, Special Events/ Public Programs / Internal Museum Events / Private Event Rentals & Weddings / Corporate Rentals / Theater Performances, etc.

The On Call Event Coordinator (EC) manages the events, including the coordination and monitoring of caterers, vendors, decor, entertainment, coat check, janitorial, security, and engineering needs while onsite. On Call Event Coordinators are responsible for ensuring that clients and vendors are in compliance with Museum guidelines and procedures with regard to the use of the de Young and Legion of Honor, and the protection and security of the artwork. Oversees all event set-up and the breakdown /clean-up following the event, and briefs the Event Rentals Manager or FAMSF staff event lead in writing after the event.

Typical Duties and Responsibilities:

  1. Enforces all museum event guidelines and procedures. Acts as the main museum representative for clients and vendors during events when the museum event lead is not onsite. Prioritizes a positive client experience, maintaining clear, friendly communication with clients during load in/out and throughout the event.
  2. Provides logistical support for Special Events, Public Programs, Internal Museum Events, and Museum rentals:
    1. Reviews Operations Request for event specifics, logistics, and details.
    2. Familiarizes self with key players (i.e. FAMSF Event lead, rental client, caterer, and other vendors).
    3. Advises event planners and caterers on approved floor plans for food, bar set-up, auxiliary lighting, and entertainment.
    4. Oversees all set-up and break down activities, such as vendors, equipment set-up, coat check, janitorial and security, caterers, docents, stores, and entertainment.
    5. Assists Museum on-site operations personnel (i.e. Member and Visitor Services, other museum staff, janitorial, etc.) in moving museum equipment, i.e. stanchions, kiosks, signage etc. – You are not required to assist caterers and other vendors in moving their tables, chairs, or other rental equipment.
    6. Monitors events, before and during, to ensure that all procedures are being followed correctly and that all guidelines relating to the protection and security of the art are observed.
    7. Oversees safety of guests, vendors, and staff, such as checking power cords for proper taping and exit accessibility.
    8. Assists in client contact. Acts as museum liaison with regard to event knowledge during the event and understands event logistics and planning.
    9. Assists in the mediation of conflicts among guests, clients, vendors, Museum staff, and emergency personnel by providing clarification and reiteration of Museum policies and procedures.
    10. Greet and meet clients. Act as Museums’ representative during the event with regard to client satisfaction and customer service.
    11. Other duties as assigned.
  1. Remains until events are finished and until the breakdown and clean-up are completed (or until the shift ends, which would be previously specified if earlier than event loadout). Directs caterers and vendors to be sure that Museums are returned to original condition; performs walk-through and final check.
  2. Briefs the Associate Director and Manager of Event Rentals in writing after each event.
  3. Performs other duties as assigned.
  4. Attendance expectations:
    • On Call Event Coordinators are expected to take a minimum of two shifts per month.
    • The majority of shifts are scheduled for at least four hours, and are primarily in the evenings and weekends.

Minimum Qualifications:

Education: High School Diploma or GED.

Work Experience: One year of experience in event coordination/management.

Skills and Abilities:

  • Excellent verbal communication skills.
  • Excellent problem-solving skills.
  • Ability to give instructions and direction to others; interpret and explain museum policies and procedures.
  • Ability to deal courteously, tactfully, and discretely with Museum clients, the general public, and outside organizations and groups.
  • Ability to promote and maintain good relations between the Museums and those involved in event functions.
  • Ability to coordinate activities of support staff (i.e. security, engineering, cleaning crew, coat check).
  • Ability to work well under pressure and demonstrate sound judgment.
  • Ability to successfully handle multiple, and sometimes, conflicting priorities.
  • Ability to write routine reports, correspondence, and speak effectively before groups or individuals
  • Punctual, dependable, and conscientious; reliable and trustworthy; detail-oriented.
  • Ability to read and interpret documents
  • Ability to work nights, weekends, and extended shifts; maximum flexibility required.
  • Proficiency in Google Suite

Working Conditions:

  • Physical Demands: Ability to lift at least 25 pounds.
  • Ability to walk and stand for an extended period of time.
Additional:


COFAM is committed to advancing career opportunities for a diverse pool of qualified and capable talent, centering equity and inclusion across all aspects of our recruitment strategy.

The pay rate for this position is $24.00 per hour. There are NO benefits associated with this position.

Application Deadline: Sunday, May 19, 2024 (9pm PST)

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HumanResources@famsf.org.

We recommend all new COFAM employees be vaccinated against COVID-19 but this is no longer a requirement of employment. Please contact humanresources@famsf.org with any questions.

___

COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.

COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Comprising the de Young Museum in Golden Gate Park and the Legion of Honor in Lincoln Park, we are the largest public arts institution in the City of San Francisco and one of the largest art museums in the United States. The de Young, designed by Herzog & de Meuron and located in Golden Gate Park, showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa. The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin's The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.

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