Associate Event Manager

4 weeks ago

Seattle, United States MoPOP Full time
Job Details

Job Location
Museum - Seattle, WA

Position Type
Full Time

Salary Range
$27.88 - $28.85 Hourly

Description

Position Summary

The Associate Event Manager manages all logistics for small to medium internal programming and external clients to create high quality events at MoPOP. This includes comprehensive administrative functions and effective coordination with partner departments, contract partners and vendors to ensure successful execution of all events. This role supports all activities planned, with all levels of complexity, within the iconic Frank Gehry-designed museum building. This is a high-volume environment where work productivity, process efficiency, and effective communication skills are a must. The Associate Events Manager works a flexible schedule as night and weekend events are common and consistent.

**This role requires schedule flexibility to support MoPOP's daytime and evening event operations, including weekends and holidays.**

Essential Job Duties (other duties as assigned)

Event Scoping and Coordination:
  • Advance and execute all event logistics and operational needs for small and medium internal and external events.
  • Support Senior Event Managers on large, complex internal and external events.
  • Serve as the primary liaison between the client and the venue, conducting client intake calls, participating in site visits, and providing consultation and planning on all venue-related event logistics.
  • Utilize diagramming software to create event layouts and map flow, ensuring efficient use of space and optimal guest experiences.
  • Advance artist riders, coordinate technical production needs, and create and manage run of shows.
  • Complete work orders for event services and track change orders efficiently.
  • Create internal and vendor staffing plans to ensure adequate coverage and support for all event needs.
  • Coordinate catering logistics and setup with the catering team, ensuring alignment with staffing and service levels.
  • Provide cost estimates for additional venue services, equipment rentals, and vendor services, obtaining written client approval before load-in and reviewing final billing post-event.
  • Maintain clear, consistent, and up-to-date communication regarding event logistics with clients, vendors, community partners, campus contacts, city events office, and internal departments.
  • Collaborate with internal teams to ensure all events have an executed contract, payment of deposit, and proof of insurance before the event date.
  • Confirm final event logistics and details with the client before event execution.
  • Create and distribute detailed Event Information Sheets, Day Sheets, Credential Sheets, and Floor Plans to internal teams and vendors.
Onsite Event Management:
  • Arrive onsite prior to load-in to prepare all event documents, brief the event support team, and connect with the catering team, MoPOP operational departments, and vendor leads.
  • Manage the load-in, setup, and tear down of all event-related items, including rentals, AV, staging, equipment, furniture, and dcor.
  • Conduct final walkthroughs with clients to address any last-minute issues or concerns before the event.
  • Monitor operations throughout the event to ensure compliance with regulations, contracts, timely event services, staffing levels, building security, guest safety, and client satisfaction.
  • Respond to emergency situations and Code of Conduct violations by following MoPOP's escalation policy.
  • Maintain communication concerning any guest of client issues with your Manager and Venue Experiences Lead throughout the event.
  • Facilitate post-event closeouts, communicate final costs to accounting, collect and file all post-event reports, enter notes into the event management platform, follow up on any issues, and lead debriefs as needed.
Other Responsibilities:
  • Support our internal culture which inspires and empowers our staff to live our mission to its highest standards.
  • Contribute to a consistent customer service standard across all departments.
  • Work to ensure customer service is ingrained at the core of the team and is reflected outward to our guests and other staff.
  • Commitment to participating in anti-racism work, learning about the ways institutional racism impacts the workplace, and supporting teammates in operationalizing DEIA strategies in the department.
Preferred/Desired Qualifications
  • Minimum of 2 (two) years of demonstrated experience in event planning and coordination.
  • Knowledge of venue operations, event logistics, and AV production.
  • Experience with event management, CRM, and diagraming software, and Microsoft Office Suite.
  • Strong communication, negotiation, and problem-solving skills.
  • Ability to work well under pressure and adapt to changing priorities.
  • Ability to work evenings, weekends, and holidays as needed.


Benefits

This regular full-time position includes Medical/Vision insurance, Dental insurance, Life/AD&D/LTD insurance, 3.08 hours of accrued Vacation per bi-weekly pay period, Seattle Sick/Safe, 2-7 Floating Holidays dependent on hire date, 8 Company Holidays paid throughout the year, EAP, 401k plan with vested match schedule once eligible, and subsidized transportation benefits for Orca Pass or parking.

Why MoPOP?

We're really glad you're thinking about joining the team at MoPOP We believe pop culture is a universal language capable of building connections across a range of people, no matter our differences in race, religion, gender, age, sexual orientation, ability, education, socio-economic status, ethnicity, country of origin, or any other characteristic that makes us who we are. For more than twenty years, we have been showcasing how music, film, fashion, video games, sports, and more spark those connections and create a lasting cultural impact.

MoPOP provides both a physical space and an emotional and intellectual opportunity for people from any background to explore, find and build community, and recognize their own creative potential. This applies not only to our guests, but also to our staff be it in designing an educational program to engage the next generation of creators, trying to reach a new audience with a marketing initiative, preserving an artifact in our collection, or providing excellent customer service to a visitor. If this sounds like something you'd be into, we'd love to hear from you

MoPOP's Mission and Commitment to Diversity, Equity, Inclusion, and Accessibility

Our mission is to make creative expression a life-changing force by offering experiences that inspire and connect our communities. A nonprofit grounded in five core values open arms, creative exchanges, light bulb moments, pursuing excellence, and excitement MoPOP is actively committed to ongoing learning in the areas of diversity, equity, inclusion, and accessibility (DEIA). In partnership with our community, we hope to also develop safe spaces for their application. This includes taking steps to continue increasing our awareness of institutional -isms, as well as uncovering and undoing the ways they show up in museum culture. We recognize this is a process that requires intentionality, energy, and resources, and we are developing a DEIA framework that can cultivate a work environment and museum experience that is truly welcoming for all.

We are committed to creating an inclusive and equitable workplace, and we are proud to be an equal-opportunity employer. We believe that having staff, interns, and volunteers with diverse backgrounds enables us to better meet our mission and encourage BIPOC, women, and LGBTQIA+ individuals to apply. We acknowledge that our work to build safe spaces and better systems for traditionally marginalized groups is ongoing and will require constant vigilance and expect all MoPOP employees to be part of our DEIA journey.

Please email jobs@mopop.org if you need reasonable accommodations during the application or hiring process.

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