Private Events Intern

Speed Art Museum; Louisville (KY); On-site; USD 15,000 - 21,000; Part time

Job summary

The Speed Art Museum is seeking an Administrative Assistant to support the Special Events Department with facility rentals and museum events. This part-time, non-exempt role offers up to 20 hours per week for 12 weeks in Louisville, Kentucky.

You will manage the events database, assist on-site during events, coordinate logistics, and help with post-event surveys and reporting. Strong MS Office skills, confidentiality, teamwork, and weekend availability are essential.

Qualifications

• High school diploma required; some college preferred.
• Excellent organizational and communication skills.
• Ability to handle confidential information with discretion.
• Availability for some nights and weekends to staff events.

Responsibilities

• Use the current database for facility rentals and event tracking.
• Assist on-site at museum events, programming, rehearsals and tours.
• Coordinate logistics: location, room setup, A/V, catering, and vendors.
• Distribute post-event surveys and compile data for reports.
• May supervise delivery and setup of external vendors as needed.
• Maintain Event One-Sheets, floorplans, and inventory.

Skills

MS Office

Attention to detail

Organizational skills

Verbal & written communication

Teamwork

Confidentiality

Event coordination

A/V knowledge

Evenings/weekends

Professional appearance

Education

High school diploma

Some college

Tools

A/V equipment basics

Job description

Summary: Provide day-to-day administrative assistance and event support to the Special Events Department (facility rentals and museum events).

FLSA Status: Part-Time (up to 20 hours per week, Non-Exempt)

Duration: 12 weeks

Salary: $13.00 per hour

The Speed Art Museum is committed to hiring talented individuals who share in the vision of discovering the joy and power of great art. The successful candidate will display a curiosity to learn, be energetic, exhibit the ability to maintain confidentiality, and work well with others in a team-centered approach that is the core of the work ethic at the Museum.

Duties and Responsibilities:

• Learns and uses current database for facility rental and special event management and data tracking.
• Assist on-site at fast-paced museum internal and external events, as well as programming, rehearsals, site visits, and other events
• Assist the department with complicated logistics for meetings, rehearsals, and events, including securing location, room set-up, audio/visual needs, food and beverage, etc.
• Sends post-event survey requests and compiles data.
• May be included in site visit tours, on occasions with Programming Managers and Events Coordinator
• On occasion, I act as an event greeter and be the onsite museum representative at events.
• Assist in the coordination of event logistics including but not limited to scheduling and communicating plans with clients, vendors, volunteers, Museum staff, and Museum security.
• May occasionally supervise the delivery and set up of outside event vendors.
• Maintain and update Events One-Sheets and Floorplans
• Gathers research and information, as requested, on service providers, pricing, industry educational events, trade shows, event management tools, and market research.
• Assist with maintaining inventory of event department supplies, including equipment and materials in storage areas to ensure efficiency in the department.
• Assists in ongoing department development and organization, work on assignments, and special projects.
• May handle other administrative tasks, such as proofreading copy, and assist in preparation of reports.
• May handle Audio/Visual Equipment in conjunction with Production Manager

High school graduate.

Some college preferred.

Essential Skills/Qualifications:

• Supports and facilitates positive interaction with others by exhibiting individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and an awareness and sensitivity to cultural and other differences in our staff, board members, contributors, volunteers, and the public.
• Must show attention to detail and possess excellent organizational skills. Excellent verbal and written communication skills. Ability to work accurately and efficiently and keep track of numerous projects simultaneously.
• Presents a professional image in work attire and demeanor.
• The ability to work well under pressure, function independently, and be flexible for interruptions and changing priorities.
• The ability to use judgment, and discretion and maintain confidentiality.
• The ability to anticipate and respond to challenges with resourcefulness, creativity, tact, and diplomacy.
• Current and proficient in MS Office products
• Willingness and ability to learn new software as needed.
• Knowledge of Audio/Visual Equipment and Tech preferred
• Must be available to work some nights and weekends to staff events.

Physical Requirements and Working Conditions:

Ability to complete the following tasks with/without reasonable accommodations so the requirements of this position can be fully met:

• Extensive use of telephone and computer throughout the workday.
• Must be able to remain in a stationary position periodically during shift.
• Ability to access materials, supplies, etc. intermittently throughout the workday.
• Communicates using the English language.
• Sees and hears or uses prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Move equipment, supplies, etc. of twenty-five (25) pounds occasionally.
• Willing, as necessary, to work beyond normal working hours, on weekends, and remain accessible when away from the Museum so the requirements of this position can be fully met.

DISCLAIMERS: The above job description is not an exhaustive list of all duties and responsibilities of the position and is in no way to be construed as a contract. As with all positions at the Speed Art Museum employment is "at will" on both the part of the organization and the employee. Employment is not for a set period and may be discontinued by either party for any reason with or without notice.

The Speed Art Museum prohibits discrimination in employment, programs, and activities based on race, national origin, color, creed, religion, sex, age, disability, veteran status, sexual orientation, gender identity, or associational preference. The Speed Art Museum also affirms its commitment to providing equal opportunities and equal access to museum facilities.