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Events Services Assistant [The Oakland Museum of California]

Posted by Phillippa Pitts on November 17, 1972 in job announcements |

OMCA CORE COMMITMENT

All staff embrace and advance the OMCA mission, values, and vision, and uphold OMCA core principles in their work, public interactions, working relationships, and efforts on behalf of the Museum and the people OMCA serves. This shared commitment helps build a relevant and sustainable future for OMCA. The core principles are:

Open optimism… communicating, learning, experimenting, and working in new ways while upholding mutual respect, trust, transparency, and quality in our work

Mission minded… embracing collective leadership for institutional success in the visitor experience, public engagement, financial sustainability, and relevancy for the future

Courageous collaborations…integrating multiple viewpoints and talents through cross-disciplinary, cross- functional, and cooperative processes within the Museum and with our public and communities

Adaptive accountability…demonstrating capacity to fulfill expectations while remaining responsive to the issues of our community and the ever changing environment in which we work

ROLE OF THE RESOURCE AND ENTERPRISE CENTER

The Resource and Enterprise Center cultivates a vibrant mix of contributed, earned, and business development to support OMCA. Working with trustees and staff, the REC Center staff manage development and fundraising activities, membership, special events, facility rental, group sales, the Museum store, and innovative business development practices.

SUMMARY OF POSITION DUTIES AND RESPONSIBILITIES

The Events Services Assistant provides excellent customer service to current and prospective rental clients and administrative support to ensure the successful implementation of all OMCA social and business events. The Events Services Assistant is a part-time position reporting to the Events Services Manager and working closely with the Audio- Visual Coordinator, the on-call Events Team, and other OMCA staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.

Institutional Responsibilities

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Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future; Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;

Exercise leadership, the highest level of integrity, and professionalism in all aspects of work on behalf of OMCA and service to the public; Contribute creative ideas and propose solutions to support a proactive work environment; Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives;

Work within guidelines for the prudent management of the OMCA annual budget and finances; Adhere to personnel policies and practices; Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement; Participate on and/or lead project teams as assigned; and, Participate in conversations and education about museum practices, standards, and trends that contribute to a 21st century museum in service to the public.

Sales Assistance  Conduct initial screening of prospective rental clients;  Produce proposals for prospective rental clients; and,  Serve as back-up to the Events Services Manager on client relationship management.

Administrative Support  Maintain database of rental clients, including documentation of all rental inquiries, firm contracts, event

timelines, and budgets;  Maintain contact database of all event vendors;  Prepare all invoices and tracks receipt of income;  Update and distribute internal events calendar;  Ensure that rental procedures and requirements for all aspects of event planning at OMCA are updated and

distributed online and on-site;  Maintain inventory of all production equipment and work with Event Services Manager and the Audio-Visual

Coordinator to ensure that all equipment is in working order;  Assist with scheduling of appropriate audio-visual and production staff; and,  Fulfill other duties as assigned.

QUALIFICATIONS

Knowledge of:  Microsoft Office and database experience preferred;  English, fluent in both spoken and written form; and,  A secondary language, such as Spanish or Chinese, is desired.

Ability to:  Display a high level of customer service;  Establish and maintain effective professional relationships with all Museum stakeholders, including clients,

donors, staff, and volunteers;  Communicate effectively in both oral and written form, with a high attention to detail, accuracy, and in manner

that reflects OMCA’s brand;  Display strong organizational skills and a willingness to learn new tasks;  Take on new projects to support the Museum’s revenue goals;  Take direction; and,  Manage multiple projects simultaneously.

EDUCATION AND EXPERIENCE

A combination of experience and education that demonstrates possession of the necessary knowledge and abilities for this position is required as noted:

 Minimum of two years administrative and customer service experience, preferably with some experience in the hospitality, catering, or tourism industries; and,

 Bachelor’s degree from an accredited college or university, or equivalent work experience.

PHYSICAL & MENTAL REQUIREMENTS

While performing the duties of this position, the employee is frequently required to do the following:  Stand, sit, and walk for extended periods of time;  Crouch, bend, and reach;  Lift objects weighing up to 25 lbs;

 Coordinate multiple tasks simultaneously;  Collect, interpret, and/or analyze complex data and information;  Utilize visual acuity to operate equipment, read technical information, and/or use a keyboard; and,  Utilize hand and finger dexterity.

WORK ENVIRONMENT

While performing the duties of this position, the employee is frequently exposed to the following:

Outdoor weather conditions – hot and cold seasonal conditions; Noise, such as groups of people working in enclosed areas; and, Typical office environment.

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