What are the responsibilities and job description for the Special Events Associate position at The White House Historical Association?

The White House Historical Association is seeking a dedicated Special Events Associate to support the Vice President of Special Events and Venue Logistics.

Qualifications, skills, and all relevant experience needed for this role can be found in the full description below.

This full-time position involves assisting with the planning and execution of various key events at Decatur House, a historic site that serves as a venue for important events and gatherings. Your duties may include :

Event Marketing Duties

Managing Facebook, Instagram and social media accounts with event promotions, event photos etc.
Assist with the developing and execution of event promotions and marketing initiatives.

Administrative Duties

Drafting client contracts.

Processing invoices and requests for deposit refunds and refund letters. Collecting payment information (such as credit card information) and submitting this information to the association accounting office for processing.

Creating event instruction documents for hourly event staff and vendors to follow.

Updating regularly the master event calendar, budget sheets and mailing lists.

Sending out client reminder notices.

Generating new business by executing outbound sales calls to drive awareness, identifying and pursuing targets.

Attending industry events and seminars promoting the site and meeting vendors.

Establishing and maintaining relationships with targeted vendors, clients, and prospects.

Assisting in managing vendor schedules for each client’s event assuring vendor load-in and load-out are carried out and completed in a timely manner.

Coordinating with other Association staff such as maintenance to assure Decatur House is ready for an event, and any follow-up maintenance that may be required during and / or after an event.

Conducting site visits with potential clients providing detailed site information, and fully answering any questions so that the prospective client will leave with a positive feeling about renting the site for their event.

Assisting with the planning and staffing of in-house events.

Qualifications

College degree preferred; or a minimum of three (3) years event and / or hospitality experience.

Working knowledge of the following systems : Excel, Salesforce / Pardot, CVENT, Facebook, Instagram.

Flexibility to work early mornings, nights, weekends, and holidays and staff special events as needed.

Excellent interpersonal and communication skills.

Strong organizational skills.

Excellent problem solving and customer relation skills.

Ability to successfully manage a wide array of tasks and thrive in an often fast-paced environment.

Ability to lift up to 25lbs.

Type : Full-time.

Salary range : $52,000.00 - $55,000.00.

Benefits : 403(B), health, dental, vision insurance, paid time off, employee discounts.

Location : On-site.

Candidates selected for this position must pass a full background and reference check.

This is NOT a political position or a position with the United States Government. All proceeds from the sale of the Association’s books and products are used to fund the acquisition of historic furnishings and artwork for the permanent White House Collection, assist in the preservation of public rooms, and further its educational mission.

The White House Historical Association is a non-profit, non-partisan educational organization founded in 1961 by First Lady Jacqueline Kennedy to enhance the understanding, appreciation, and enjoyment of the Executive Mansion. For more than sixty years, the Association has produced award-winning books on a wide range of subjects related to the history of the President’s House and has actively fulfilled its educational mission with robust educational programming and retail offerings.

How to Apply

Send cover letter describing your relevant experiences, and your resume in a single Word document or PDF to employment@whha.org. The White House Historical Association is an equal opportunity employer.

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Salary : $52,000 - $55,000

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Special Events Associate

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