Special Events Associate

3 weeks ago

St Petersburg, United States The James Museum of Western & Wildlife Art Full time

PRIMARY FUNCTION
Reporting to the Deputy Director for Finance & Operations, the Special Events Associate actively promotes The James Museum as a desired venue for a variety of rental events. This staff member works with the events team and clients to schedule, organize and execute events at the museum. The Special Events Associate works with the Special Events Manager to meet revenue targets, control costs and provide an enjoyable experience for all rental event clients.

DUTIES & RESPONSIBILITIES

  • Communicates directly with clients providing high quality customer service and attention to detail
  • In collaboration with the Special Events Manager, drafts layouts and logistic sheets
  • Closely monitors and updates special events calendar to avoid scheduling conflicts
  • Acts as events team representative during assigned events and enforces all operational policies and procedures
  • Maintains and follows rental events policies and procedures, and suggests revisions as needed
  • Provides comprehensive follow up with chosen caterer to ensure staff and physical spaces are prepared for each event, and that kitchen facilities are appropriately maintained
  • Leads sales tours of event spaces as needed
  • Works collaboratively with all museum departments
  • Responsible for resolving problems to ensure smooth implementation for each event under the guidance of the Special Events Manager
  • Reviews planned events with museum team on a weekly basis, helping to maintain and complete logistic sheets
  • Maintains files and electronic records according to museum process
  • Reconciles all financial documents for each event to ensure correct fees have been applied and collected
  • Responsible for museum’s inventory of FF&E related to special events; works with Facilities team to maintain and replace inventory as needed
  • Other duties as assigned

SKILLS & ABILITIES

  • Ability to understand and meet the expectations of corporate clients, high-end donors, and individuals from a variety of backgrounds
  • Exceptionally detail-oriented
  • Excellent communication skills; must be able to work collaboratively with museum staff
  • Solid computer skills. Advanced knowledge of Microsoft Platform preferred.
  • Ability and willingness to work with electronic project management tools and software
  • Ability to work collegially and as part of a team
  • Flexible with a positive attitude and passion for knowledge
  • Exceptional verbal and written communication and outstanding interpersonal skills
  • Demonstrates a professional demeanor and appearance
  • Must be able to stand and move around public areas of the museum for extended periods of time
  • Museum or cultural institution experience is a plus

EDUCATION & TRAINING

  • High School Diploma
  • College courses preferred

SCHEDULE

This is a part-time, hourly position estimated to work 25 hours per week. The Museum is open 7 days a week with extended hours on Tuesdays and many evening and weekend events. This position must have ability to work a flexible schedule, including weekends, holidays, and evenings.

ABOUT THE MUSEUM: The James Museum of Western & Wildlife Art opened in 2018 to house and share the collections of Tom and Mary James. The museum is an architectural landmark, taking inspiration from the mesas and canyons of the Southwestern United States. More than 400 works of art including sculpture, paintings, and jewelry are on view in the museum’s 26,000 square feet of galleries. The museum engages the community through programs and educational opportunities that bring our history to life and amplify voices that are not often at the forefront of mainstream Western art. The James Museum is located in the heart of downtown St. Petersburg, a community with a thriving arts scene, on Florida’s Gulf Coast.

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