Aspen Art Museum

The Events Assistant works to assist the Director of Events and Development in the preparation and execution of museum events, benefits and private rentals. Responsible for assisting with event logistics from start to finish, will assist with on-site management for all events.

Responsibilities

• Participate and oversee event load-in, set-up, strike, and cleaning up following functions.
• Provide event oversight and direct supervision to the clients, contractors, vendors, and staff who support events in accordance with the museum’s policies and applicable laws.
  
• Ensure overall guest satisfaction and report complaints and/or concerns as required in accordance with policies and procedures.
  
• Logistical planning to include booking and confirming rentals and other non-curatorial use of museum space, communicating changes, confirm vendor pricing, scheduling, and attending pre-planning meetings.
  
• Preparing vendor invoices for payment and follow up on receiving. Assist Development Department with projects as needed.
  
• Protect the health, safety, and well-being of guests and colleagues at all times.
• Identify, resolve, and report hazards and safety issues.
  
• Inventory management before and after events.
  
• The Event Support Staff will begin in summer to coincide with the height of our AAM rental program, receptions, meetings, and summer benefit.

Requirements and Qualifications:

• Requires two to four years in catering, banquets, or event planning and execution experience and a Bachelor’s degree from an accredited college or university, or any other combination of experience that provides the required knowledge, skills, and abilities may be considered.
  
• Rigorous attention to detail and accuracy.
  
• Excellent customer service and team skills; works directly with clients and donors.
  
• Proficient in Microsoft Word, Excel, Google Suite.
  
• Excellent administrative and organizational skills.
  
• Demonstrated ability to work collaboratively on projects.
  
• Strong time and stress management skills; demonstrated ability to manage multiple projects simultaneously while remaining calm to ever-changing client requests.
  
• A positive attitude and flexibility in an ever-changing environment.
  
• Valid driver’s license and acceptable driving record preferred.
  
• Competencies include Teamwork Orientation, Ethical Conduct, Initiative, Communication Proficiency, Organizational Skills, Personal Effectiveness/Credibility, Results Oriented, Stress Management/Composure.

Knowledge, Skills, Abilities:

• Knowledge of AAM and department policies and procedures.
• Independent judgment is required to plan, prioritize, and organize a diversified workload; recommend changes in event practices or procedures.
• Ability to provide excellent customer service and conflict resolution skills.
• Dependability, flexibility, and adaptability in a dynamic event-driven environment with a demanding event planning schedule.
• Attention to detail and the ability to stay alert.
• Must be able to remain calm in stressful situations and help resolve complaints with tact and courtesy.
• Computer skills to complete forms and paperwork and to use email.
• Ability to communicate orally and in writing.
• Ability to communicate effectively with individuals of varying social and cultural backgrounds.
• Ability to work independently as well as an integral part of the team.
• Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
• Physically, mentally, and emotionally able to perform high-level volume in a fast-pace environment while remaining flexible to ever-changing event particulars.
• Knowledge of security operations, safety practices in a business environment, and enforcement procedures.
• Ability to work evenings, weekends, and some holidays.
• Ability to work on your feet for up to 8–10 hours at a time.
• Ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
  
  

  Hours and Work Schedule:

  This is a salary position requiring availability for weekend, day, evening, and holiday shifts. The Events Assistant position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day.
  
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