Aspen Art Museum

Reports to: Special Events Intern
Department: Special Events

Job Description

Position Title: Special Events Assistant/Intern
Reports to: Special Events Manager

Department: Special Events
Employment Status: At Will, Part-Time
FLSA Status: Non-Exempt

General Purpose Statement

Mission: The Aspen Art Museum is a non-collecting institution presenting the newest, most important evolutions in international contemporary art. Our innovative and timely exhibitions, education and public programs, immersive activities, and community happenings actively engage audiences in thought-provoking experiences of art, culture, and society.

The Special Events Assistant/Intern works actively with the Special Events Manager and the Development Department in the preparation and implementation of museum events and private rentals. Responsible for assisting with event setup and breakdown from start to finish. This is a part-time seasonal assignment from June-August. Hours will vary week to week based on the Events calendar. The Special Events Assistant will begin in June to coincide with the height of our AAM facility rental program, donor receptions & dinners, and our summer benefit, ArtCrush, as well as its related events.

Essential Duties and Responsibilities
• Assist with event setup and breakdown from start to finish.
• Assist with assorted tasks during event as directed by Special Events Manager.
• Work with the Special Events Manager to execute infrastructure layouts for
events. • Provide careful oversight and direct supervision to the clients, contractors, vendors, and staff who support events in accordance with the museum’s policies and applicable laws.
• Provide exceptional hospitality for every guest before, during and after each event.
• Ensure overall guest satisfaction and report complaints and/or concerns as required in accordance with policies and procedures.
• Assist Development Department with projects for donor-related events as needed.
• Protect the health, safety, and well-being of guests and colleagues at all times.
• Identify, resolve, and report hazards and safety issues.

Knowledge, Skills, and Abilities
• Knowledge of AAM and department policies and 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.
• Ability to read, understand, and complete written and verbal requests and work assignments.
• 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 understand and follow standard operating procedures.
• 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 anticipate, intervene, and prevent potentially harmful circumstances to artwork.
• Ability to work evenings, weekends, and some holidays.
• Ability to read and interpret documents such as safety rules, product information manuals, and instructions.
• 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.

Requirements and Qualifications
• Requires one to three years in catering, banquets, event planning or other relevant experience, and current enrollment or completion of a Bachelor’s degree program 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 and Excel.
• Demonstrated ability to work collaboratively on projects.
• Ability to work calmly and enthusiastically under high pressure.
• 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.
• Competencies include Teamwork Orientation, Ethical Conduct, Initiative, Communication, Proficiency, Organizational Skills, Personal Effectiveness/Credibility, Results Oriented, Stress Management/Composure.
• Valid driver’s license and acceptable driving record preferred.

Mental and Physical Abilities • The ability to work extended hours during a mentally and physically demanding events schedule while remaining flexible, calm, positive, and professional.
• The ability to lift over 50 lbs and be on your feet for at least eight hours or more continuously.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with and resolve problems while remaining flexible.
• Effective interpersonal skills, including the ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
• Required to stand for long periods; use hands and arms to reach, hold, lift, and move objects such as tables and chairs; talk and hear to effectively serve clients.
• May occasionally be required to climb or balance, stoop, kneel, crouch, or crawl, and to lift and move up to fifty pounds without assistance.
• Work is mostly indoors, but will also require outdoor exposure when the Café doors are open to the Sculpture Garden and while assisting with off-site events.
• Appropriate staff dress is required at all times based on the dress code of the event. See the Special Events Manager for details of dress and grooming requirements for each event.

Hours and Work Schedule This is an hourly position requiring availability for weekend, day, evening, and holiday shifts. The Special Event Services Assistant position is non-exempt from the Fair Labor Standards Act and will receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day.

Click here to apply