Facility Rental Program Assistant (As Needed)

Asian Art Museum; San Francisco (CA); On-site; USD 30,000 - 43,000; Part time

Job summary

Asian Art Museum in San Francisco is seeking a Facility Rental Program Assistant (As Needed) to support the Assistant Director in managing private wedding and corporate rental events, including evening and weekend oversights.

The role requires interpreting museum guidelines, coordinating with vendors and in-house staff, handling contracts and invoices, and ensuring security and safety protocols are followed.

Qualifications

• Bachelor’s degree and two years of events or hospitality experience.
• Strong MS Office and administrative skills.
• Ability to work evenings and weekends; flexible schedule.

Responsibilities

• Coordinate pre-event load-in and setup with vendors.
• Respond to vendor and client requests for facility assistance.
• Coordinate with in-house staff for staffing and operations.
• Maintain event calendar and records.
• Assist with invoices, contracts, and communications.
• Ensure compliance with museum guidelines on safety and art protection.

Skills

Communication skills

Organizational skills

Judgment under pressure

Customer service

Education

Bachelor’s Degree in related field

Tools

MS Office

Job description

Position Summary

The Facility Rental Program Assistant (As Needed) supports the Assistant Director, Facility Rental Program in the administration and management of the museum’s rental event program. The Assistant performs a variety of specialized administrative and support functions related to venue sales, coordination, and implementation of private wedding and corporate rental events including the onsite oversight of rental events during evenings and weekends. They must be able to understand, interpret, and enforce museum guidelines with regard to use of the facility, the protection of artworks, and the safety of event guests. The nature of the work requires maximum flexibility and resourcefulness in addition to impeccable tact, judgment, and professionalism.

The Facility Rental Program Assistant (As Needed) provides assistance to the Facility Rental Program department during periods of peak workload or on special projects. The Facility Rental Program Assistant (As Needed) must be open to work on temporary assignments varying in the number of hours and days.

Essential Functions

• Monitor pre-event load-in and set-up by all vendors including caterers, production companies, entertainment, etc.
• Respond to vendor and client requests for facility assistance.
• Coordinate and cooperate with in-house staff including custodial, security, audiovisual, operations, and building engineers.
• Monitor post-event clean up and tear down.
• Communicates with clients and vendors to ensure compliance with museum guidelines in regard to use of the facilities, the protection of artworks, and the safety of event guests.
• Responds to telephone, email, and onsite inquiries regarding the rental program; provides accurate and detailed venue information to potential and booked clients; schedules client meetings, provides client tours as needed, and event production walkthroughs with vendors and clients regarding pre-event logistics including load-in, set-up, and post event load-out.
• Assists in general office administration including the preparation, receipt, and filing of event documents (such as invoices, contracts, event communications, etc.); tracking account receivables; and payment processing.
• Notifies interdepartmental teams (security, a/v, docents, custodial, etc.) and on-call event coordinators to ensure proper staffing for all upcoming events.
• Updates rental event calendar holds daily to ensure accuracy and provide up to date statuses for potential clients.
• Schedules as-needed Rental Events Coordinators monthly to ensure proper staffing of upcoming events; informs as-needed staff of all event details and client requests.
• Updates the customer, conventions, and prospect database; assists with direct mailings, email promotions, and brochure reprints.
• Maintains and updates museum’s event venue profile on the Asian Art Museum website and various event resource websites.
• Maintains the event photography and videography files, and communicates with photographers and videographers to receive approval for use of images or video on museum website, promotional materials, and social media sites
• Assists with development events as needed. Performs other related duties as assigned.

Minimum Qualifications

• Bachelor’s Degree from an accredited college or university and two (2) years of related work experience in the events or hospitality industry; or an equivalent combination of education and experience
• Strong computer skills; proficiency in MS Office
• Excellent oral and written communication skills; outstanding administrative and organizational skills; detail oriented; ability to accurately perform light accounting duties
• Ability to display good judgment; successfully sort multiple priorities under constant deadlines; maintain a sense of perspective and humor while working under pressure
• Ability to establish and maintain effective and positive working relationships with museum colleagues, clients, vendors, the general public, outside organizations, and groups; represent the museum and the rental program in a proactive and positive manner; show sensitivity to cultural diversity issues
• Ability to work evenings and weekend hours; maximum flexibility required Willingness to set up and break down equipment for events; handle and transport sometimes heavy materials

Working Conditions

Normal office environment in addition to moving around building to show spaces and implement events. Requires physical mobility, agility, and some light lifting to administer events. The incumbent must be able to work evening and weekend hours as required.

Compensation

This position is represented by Local 1021; Service Employees International Union (SEIU) and new hires start at step 1 of the wage range: $26.7996/hour. This is an as needed/on-call position with the museum.

Our Diversity, Equity, and Inclusion Commitments

At the Asian Art Museum, we are dedicated to ideating, building, and holding ourselves accountable for Diversity, Equity, Accessibility & Inclusion in everything we do. We strive to foster a culture of respect, belonging and inclusivity for all employees.

Our mission is to celebrate, preserve, and promote Asian and Asian American art and cultures for local and global audiences. We provide a dynamic forum for exchanging ideas, inviting collaboration, and fueling imagination to deepen understanding and empathy among people of all backgrounds.

Diversity of thought and experience is essential to our mission, and we are committed to recruiting, hiring, and retaining a diverse workforce. We encourage applicants from all backgrounds to apply.

The Asian Art Museum is an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories (arrest and criminal histories) consistent with applicable federal, state, and local law.