Montalvo Employment Opportunity
Job Title: Program Assistant, Corporate & Private Events FT, 40 hours/wk, hourly, non-exempt
Montalvo Arts Center is seeking a highly energetic and organized Program 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 Montalvos guests. This is a full time position, with a flexible work schedule, typically Monday-Friday but may vary and will include some evening, weekend and holiday hours. Responsibilities include, but are not limited to: Timely response to client & vendor requests. Record inquiry details and set appointments for Manager as requested. Assist with and lead site tours as requested. Communicate status of client/vendor to Manager each week. Maintain accurate weekly financial records/reports. Process payments accurately and update event file within 48 hours of payment. Mail copy of executed contract to client with receipt & thank you letter. Track and record payments, send payment reminders and follow-up on a timely basis. Process refund of security deposits. Research, if any, fees to be deducted. Send closing packet. Maintain file with insurance certificates from clients, exclusive caterers and preferred vendors. Maintain client and vendor databases. Create email announcements for marketing purposes. Maintain office supplies, equipment and marketing materials. Assist with marketing promotional events and professionally represent Montalvo and Events Dept. Have basic knowledge of Montalvo Arts Center history and current programs. Distribute event details to internal departments and event vendors on a timely basis. Attend client-planning meetings, as requested. Floor plans: follow up with client, caterer, vendors and facilities team for final set-up plans. Gather estimates for repairs for facility or equipment damage from appropriate departments. Confirm ceremony rehearsal time/date on determined schedule. Create checklist of all tasks for ceremonies and opening/closing events. Secondary functions: Occasionally attend on-site events and assist Manager with production. Assist with ceremony rehearsals as requested. Serve as back-up coordinator for some ceremony-only events. Occasionally oversee and close evening events as requested. Perform other related duties as required.
The ideal candidate will have the following qualifications: 3-5 years experience as Exec. Asst./Admin. Asst./Office Mgr. to Senior Managers. Experience in event sales, marketing or event production preferred. Bachelors degree 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, and confidence and poised professionalism at all times with clients, vendors, Trustees and event guests. Excellent written and verbal communication skills.
Program Assistant: Page 2
Ability to work nights/weekends/holidays based on event schedule (depending on season). Some 6day workweeks during peak wedding season may be required. Ability to work independently and take initiative with a positive cooperative attitude. Highly motivated, positive person with demonstrated ability to manage multiple projects with rapidly changing priorities. Superior skills with Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook. Experience with CAD system such as Caterease/RoomViewer a big plus. Conversational skills in Mandarin or Spanish are desirable. Experience with social media marketing a plus.
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; 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 frequently 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 drivers 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: $16-18.25/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 writing sample to Human Resources via email at hr@montalvoarts.org. Resumes without cover letter and writing sample will not be considered. No phone calls about the position, please. Application deadline is December 15, 2011. Applications will be screened for qualifications and experience. Not all applicants who meet the minimum qualifications will be offered an interview. 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 12/2/11
