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Oakland Museum of CaliforniaReq No 2019-1305Category EventsType Regular Full-TimeClosing Date Schedule Tuesday through SaturdayTargeted Job Start Date 6/1/2019Overview The Event Production Coordinator is responsible for working with Museum staff at all levels and across multiple departments, outside clients, caterers and other third-party vendors to plan, coordinate, and execute high quality internal and external events of all types. The Coordinator provides efficient communication among many operational teams, facilitates the execution of events, and serves as a point person for internal and external event holders. The regular schedule will be Tuesday through Saturday, including Sundays, evenings and weekdays as needed. Responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIESThe following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons. INSTITUTIONAL RESPONSIBILITIESSupport the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the futureContribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancementContribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectivesParticipate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagementPOSITION DUTIES AND RESPONSIBILITIESProvide planning and production support for external and internal clientsReview and coordinate the logistics of internal and external event details such as floor plan set“ups, equipment, catering and other outside vendors, AV assistance, security, and any other staffing or event production requirementsMonitor third party vendors and their compliance with the Museum's facility use guidelines including electrical, insurance, license and permit requirementsConduct production site visits and final vendor walk-through to finalize all event logistics and detailsPrepare and maintain comprehensive client files inclusive of rental documentation, insurance certificates, event timelines, permits, and floor plansProvide onsite supervision and logistical execution leading up to and including the day of events, and troubleshoot any unexpected situations that ariseMeet with Event Sales team members to review program details, and participate in event planning meetings with Development, Education, Public Programs, and other museum staff as needed Assist Event Sales team with site visits, scheduling and backup as necessaryCommunicate event requirements to internal and external stakeholders in a timely and accurate manner Organize post event reviews with all vendors and address issues and challenges as neededProvide administrative support including answering phones, emails, supplies, filing, etcOther duties as assigned Qualifications EXPERIENCEAbility to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect2 years experience in event operations, planning and/or hospitalityEnglish language proficiency in both spoken and written formAbility to work evenings and weekends, and requires some schedule flexibilityHighly organized with attention to detailAbility to multitask and prioritize responsibilitiesExcellent interpersonal skills with an ability to exercise sound judgement, tact, and diplomacy when working with rental clients, museum visitors, donors, and staff.Cultural competency; experience and/or ability to work and interact effectively with a diverse, multicultural audience. Multilingual ability a plusMS Office (Word, Excel), Google Apps. Familiarity with event management software preferredWORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:Noise, such as groups of people working in enclosed areas. Moderate to loud noise from production eventsTypical office environment Outdoor weather conditionsAbility to work a flexible schedule, including evenings and weekendsAbility to lift up to 35 lbsWork near moving mechanical partsEEO STATEMENTThe Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities. Apply Here PI109514050
