Event Assistant

The Wichita Art Museum’s Event Assistant will support the smooth planning and coordination of select internal museum events and facility rental events. This position works closely with the Event Coordinator and Director of Development to manage facility use for rental income to achieve annual earned revenue expectations. The Event Assistant is a highly organized, deadline driven, and eager to create fresh, dynamic, high-level experiences for members and visitors. The position entails working closely with museum patrons, vendors, volunteers, and facility-use clients. This position requires handling numerous details for multiple events in a fast-paced museum environment.

ESSENTIAL FUNCTIONS

Support museum facility rentals to realize earned revenue goals.

• Assist with details of events—including, but not limited to: patron dinners, exhibition opening receptions, annual fundraising gala, board meetings, concerts, and speakers, in addition to facility rental events such as: corporate receptions, business lunch meetings, anniversary dinners, and weddings.
• Help implement event timelines and ensure deadlines are met.
• Book talent, including musicians, bands, DJs, dancers, photobooths, etc.
• Contract with additional vendors, theatrical/production providers for lighting, sound, AV, etc.
• Coordinate with museum in-house café for food planning and arrangements.
• Assist with oversight of event staff to efficiently run events, rentals, and programs.
• Coordinate event logistics, including registration and attendee tracking, presentation, and materials support.
• Assist with event setup and tear down.
• Help maintain inventory of event lighting, decor, linens, and miscellaneous display materials.
• Coordinate with other museum departments the scheduling and use of facilities for onsite and offsite events.
• Assist with vendor communications – booking, confirmation, check requests.
• Respond to rental inquiries - phone, email, website.
• Process paperwork for payments and receipts; and additional misc. paperwork and filing.
• Provide a measure of event oversight, including being comfortable managing before/set-up, during, and/or after/teardown expectations.
• Completion of work assignments may require operation of a vehicle.
• Hours will vary based on the event schedule which includes evenings and weekends.

Various other responsibilities as assigned by the supervisor.

QUALIFICATIONS

Education/Certification: Bachelor’s degree in marketing, communications, or related field preferred

Experience Required: 3 years of event coordination experience in museum or cultural organization, or equivalent combination of education and experience

Required knowledge: Records management, event planning, email marketing and communications, event and client database management

Skills/Abilities: Excellent verbal and written communication skills, project management, strong ability to manage multiple tasks at once with changing priorities, self-motivation, strong organizational skills, excellent customer service skills, high-level of problem-solving capabilities, customer service, positive attitude, and calm demeanor under pressure.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Talking: Ability to speak effectively and communicate clearly

Average Hearing: Ability to hear average conversations at a standard level in an office/gallery environment around other visitors

Repetitive Motion: The employee is regularly required to type throughout their day

Finger Dexterity: The employee is regularly required to use their hands to type on a keyboard and maneuver a mouse

Average VisION: Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus with 20/20 vision (with or without the assistance of eyeglasses/contacts)

Physical Strength: The employee must occasionally lift and/or move up to 25 pounds (unassisted) as well as stand, sit, bend, kneel, squat, and walk for long periods of time

WORKING CONDITIONS

General professional indoor museum environment with climate control and adequate lighting. Regular hours worked during evenings and weekends.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Reasoning Ability: Ability to deal with a variety of variables under only limited standardization.

Language Ability: Ability to read, analyze, and interpret documents. Ability to communicate clearly.

ABOUT US

The Wichita Art Museum opened in 1935 and is home to the Roland P. Murdock Collection, one of the premier collections of American art. With a nationally distinguished collection, the museum is a public/private partnership, owned by the City of Wichita and managed by the Wichita Art Museum, Inc. The Wichita Art Museum brings people, ideas, and American art together to enrich lives and build community.

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Evening shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Wichita, KS 67203: Relocate before starting work (Required)

Work Location: In person

Salary : $15