Montalvo Employment Opportunity Job Title: Event Assistant FT, 40 hours/wk, hourly, non-exempt Montalvo Arts Center is seeking a highly energetic and organized Assistant to join our busy Corporate & Private Events office. Reporting to the Manager of Corporate & Private Events, this is an administrative position responsible for working across departmental areas to support the coordination, and implementation of all aspects of special events. Key responsibility of the Assistant is to ensure the highest level of customer satisfaction for Montalvo’s guests. This is a full time position, with a flexible work schedule, typically Tuesday-Saturday, but may vary and will include some evening, weekend and holiday hours. Responsibilities include, but are not limited to:

• Timely response to client, vendor and staff requests. • Record/maintain inquiry details and set appointments for Manager. • Communicate status of client/vendor to Manager weekly. Maintain client files and vendor

databases/files. • Create checklist of all tasks for ceremonies and opening/closing events; coordinate site visits

and rehearsal set-up plans with client, vendors and Facilities department. • Maintain accurate weekly financial records/reports. Process payments accurately. Track and

record payments, send payment reminders and follow-up on a timely basis. • Mail copy of executed contract to client with receipt & thank you letter. • Research and process refund of security deposits, as needed. Send closing packet. • Distribute event details to internal departments and event vendors. • Maintain office supplies and equipment. • Assist with marketing promotional events and professionally represent Montalvo and Events

Dept. Have basic knowledge of Montalvo Arts Center history and current programs. Maintain rentals information on website and social media sites with Marketing staff.

• Gather estimates for repairs for facility or equipment damage from appropriate departments. • Ensure venue is prepared for tours and pre/post events. • Assist with and lead site tours; attend client-planning meetings, as needed. • Secondary functions: Attend on-site events and assist Manager with production. Assist with

ceremony rehearsals as needed. Serve as back-up coordinator for some events. Oversee and close evening events as requested.

• Perform other related duties as required. The ideal candidate will have the following qualifications:

• Experience in event sales or event production with catering/hotel/restaurant preferred. Bachelor’s degree preferred. Experience as Exec Asst./Admin Asst. preferred.

• Excellent organizational skills with particular attention to detail. Accurate accounting and paperwork a must.

• Capacity to remain calm in highly stressful and emotional environment. Maintain confidence and poised professionalism at all times with clients, vendors, staff, volunteers, trustees and event guests.

• Excellent written and verbal communication skills in English. Excellent handwriting. Conversational skills in Mandarin or Spanish are desirable.

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• Ability to work nights/weekends/holidays based on event schedule (depending on season). Some 6-day workweeks during peak wedding season may be required.

• Highly motivated, positive person with demonstrated ability to manage multiple projects with rapidly changing priorities. Ability to work independently and take initiative.

• Superior skills with Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook. Experience with CAD system a big plus. Experience with social media marketing a plus.

• Passion to learn about the event industry and demonstrate a commitment for Montalvo’s mission.

Working Conditions & Physical Tasks: Typical office environment; requires the ability to remain seated at a computer workstation for extended periods. Some job functions may be performed outdoors. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; climb stairs; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to sit, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception. Some local travel necessary; valid driver’s license and access to own vehicle and clean DMV record required. Background check required. CPR/First Aid certification required within 60-days of hire. Salary: $17-18/hour, DOE Benefits: Montalvo offers a comprehensive benefits package that includes medical, dental and vision insurance; FSA; and 401(K) retirement plan.

To apply, submit a cover letter summarizing your skills and experience related to the position, your resume and a brief business writing sample, and a Montalvo employment application to Human Resources via email (PDF files only, please) at hr@montalvoarts.org. Incomplete application packets will not be considered. No phone calls about the position, please. Position is open until filled. Applications will be screened for qualifications and experience. Not all applicants who meet the minimum qualifications will be offered an interview. Initial phone interviews expected to begin the week of July 7.

For more detailed information about Montalvo Arts Center visit our website at montalvoarts.org.

Montalvo Arts Center is an Equal Opportunity Employer. Applicants who contribute to the diversity of our organization are encouraged to apply.

Posted 6/25/14