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Special Events Assistant

How You Will Contribute

The Philadelphia Museum of Art is seeking a Special Events Assistant to support the Special Events department. This individual will join a team that oversees the planning and production of a variety of events, for both internal stakeholders as well as external clients. The Special Events Assistant is instrumental to the success of the department via calendar management, support of marketing initiatives, the administration of departmental finances, and event-related assistance. Some evening and weekend work is required.

Specifically, you will…

  • Work closely with the Director of Special events, the Executive management team, and Development team as the departmental liaison:
    • Facilitating weekly meetings to brief internal support teams on upcoming event logistics
    • Working closely with our exclusive caterer on food and beverage needs
    • Coordinating staff on the day of an event
  • Provide general administrative support to the Special Events department, including, but not limited to:
    • Managing space availability and catering requests
    • Overseeing the space reservations system and logistical support service teams
    • Organizing the internal and City-wide event calendars
    • Filing, maintaining, and archiving all event-related documents
    • Maintaining the client database
    • Responding to inquiries as necessary (via e-mail and phone)
  • Provide marketing-related support:
    • Managing the marketing plan, timeline, and budget
    • Preparing promotional materials for facility rentals
    • Updating the website with current exhibitions and maintaining other digital resources
  • Provide administration of the Special Events department’s finances:
    • Managing charge lines, departmental deposits, and the department credit card
    • Producing all proposals, contracts, invoices, and billing for the department
    • Reconciling monthly financials
    • Coordinating all book keeping with the Finance department

Your diverse background includes…

  • Bachelor’s degree.
  • Excellent verbal and written communication skills.
  • Ability to work evenings, weekends, and overtime when required.
  • Ability to maintain confidentiality, financial and organizational priorities.
  • Experience with the Microsoft Office suite (Word, Excel, PPT, Outlook, etc.).
  • Prior experience with Financial Edge or a similar accounting software is preferred.
  • Prior experience in hospitality is a plus.
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