The Japanese American National Museum in Los Angeles is recruiting for the position of Events Assistant. Please visit www.janm.org for details regarding the application process. The position officially will be posted on Wednesday.
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Events Assistant
POSITION SUMMARY:
The Events Assistant is responsible for providing customer service to potential rental clients and assists the Event and Marketing Coordinator with all logistical aspects of the National Museum’s on-site facilities rental program. This position interfaces with the potential clients and assists them in booking and some planning of their event. Once an event is booked, the Events Assistant works closely with Event and Marketing Coordinator to implement the event. This position includes weekend and evening hours and requires some flexibility on scheduling based upon facilities rental schedule.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Receives inquiries from potential external clients (phone, email, & walk-ins), answers basic questions and provide rental information packet. Will be required to take potential clients on walk-through of the facility as needed.
2. Prepares all billing invoices for facility rentals and tracking of invoices and accounts receivable. Follows up with clients to resolve any invoice issues and overdue accounts.
3. Manages rental contracts, fees and other administrative details of facilities rentals and on-site film shoots. Maintains communication with approved vendors (including Rental Co, caterer, linen rentals, AV, florist etc) and updates the rental package as needed. Assists with maintaining Facilities Rental information page on janm.org and updates information as needed for free marketing assistance with local event/tourism agencies.
4. Forwards client planning information for large events to Event and Marketing Coordinator to implement the event. Events Assistant will plan and implement small events for clients, updating Coordinator as needed and follows up as necessary to ensure successful event.
5. Assists Facilities/Security Manager with updating the maintenance schedule and coordination of museum asset repairs, such as copiers, fax machines, postal metering equipment and audio visual equipment (including related support supplies, i.e. toner, paper, etc…); provides assistance with other Facilities unit administrative duties as time permits.
6. Provides high quality customer care and service to all users of facilities including hands-on logistical support, planning and trouble-shooting for external clients before, during, and after events. Coordinates scheduling and activities for all on-site small and medium sized rentals. Ensures that the Catering Kitchen and equipment is clean for rentals and needed supplies are stocked in rentals office.
7. Actively strives to ensure a meaningful museum experience for all rental clients (for increased return rentals), by engaging groups in a broader understanding of the mission and programs of the National Museum, and by informing appropriate Museum staff about rentals from target audiences.
8. Provides support to the Programs and Development Department events and for other in-house events as required. Assists Development Coordinator with membership/donor related events such as Exhibition opening members reception, VIP reception events, and Family Day member activities as needed.
9. Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year:
a) National Museum’s Annual Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May)
b) National Museum’s Family Festival Day- Oshogatsu Family Day (January) or Natsumatsuri Festival (August)
c) Target Family Free Days – Free Admission Family Days sponsored by Target held on the 2nd Saturday of the month.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: High School Diploma, Bachelors degree in communications, marketing, humanities or related field preferred; or an equivalent combination of education and experience. Knowledge of Japanese American history and culture a plus.
Experience/Knowledge: At least one year of event planning or marketing & customer service experience. Prior experience working with volunteers in a museum or non-profit setting beneficial. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills with attention to detail and ability to prepare contracts for clients. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Familiarity with Little Tokyo Community desired and must be able to work evenings and weekends as needed.
Communication Skills: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, clients and the general public. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports, correspondence and fill out floor plans/diagrams. Ability to effectively present information in one-on-one and small group format.
Computer Skills: Computer literate, Internet savvy, and experience with MS Word, Excel, Power Point and familiarity with VISTA software, and Gmail preferred, speed and accuracy are essential.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
REPORTING RELATIONSHIPS:
Reports to: Kelly Kawata, Event and Marketing Coordinator
Positions supervised: none
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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