Montalvo Employment Opportunity

Job Title: Event Assistant

FT, 40 hours/wk, hourly, non-exempt

Montalvo Arts Center is seeking a highly energetic and organized Assistant to join our busy
Corporate & Private Events office. Reporting to the Manager of Corporate & Private Events, this is an
administrative position responsible for working across departmental areas to support the
coordination, and implementation of all aspects of special events. Key responsibility of the Assistant
is to ensure the highest level of customer satisfaction for Montalvos guests. This is a full time
position, with a flexible work schedule, typically Tuesday-Saturday, but may vary and will include
some evening, weekend and holiday hours.

Responsibilities include, but are not limited to:

Timely response to client, vendor and staff requests.
Record/maintain inquiry details and set appointments for Manager.
Communicate status of client/vendor to Manager weekly. Maintain client files and vendor
databases/files.
Create checklist of all tasks for ceremonies and opening/closing events; coordinate site visits
and rehearsal set-up plans with client, vendors and Facilities department.
Maintain accurate weekly financial records/reports. Process payments accurately. Track and
record payments, send payment reminders and follow-up on a timely basis.
Mail copy of executed contract to client with receipt & thank you letter.
Research and process refund of security deposits, as needed. Send closing packet.
Distribute event details to internal departments and event vendors.
Maintain office supplies and equipment.
Assist with marketing promotional events and professionally represent Montalvo and Events
Dept. Have basic knowledge of Montalvo Arts Center history and current programs. Maintain
rentals information on website and social media sites with Marketing staff.
Gather estimates for repairs for facility or equipment damage from appropriate departments.
Ensure venue is prepared for tours and pre/post events.
Assist with and lead site tours; attend client-planning meetings, as needed.
Secondary functions: Attend on-site events and assist Manager with production. Assist with
ceremony rehearsals as needed. Serve as back-up coordinator for some events. Oversee and
close evening events as requested.
Perform other related duties as required.

The ideal candidate will have the following qualifications:
Experience in event sales or event production with catering/hotel/restaurant preferred.
Bachelors degree preferred. Experience as Exec Asst./Admin Asst. preferred.
Excellent organizational skills with particular attention to detail. Accurate accounting and
paperwork a must.
Capacity to remain calm in highly stressful and emotional environment. Maintain confidence
and poised professionalism at all times with clients, vendors, staff, volunteers, trustees and
event guests.
Excellent written and verbal communication skills in English. Excellent handwriting.
Conversational skills in Mandarin or Spanish are desirable.
Event Assistant: Page 2
Ability to work nights/weekends/holidays based on event schedule (depending on season).
Some 6-day workweeks during peak wedding season may be required.
Highly motivated, positive person with demonstrated ability to manage multiple projects with
rapidly changing priorities. Ability to work independently and take initiative.
Superior skills with Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook.
Experience with CAD system a big plus. Experience with social media marketing a plus.
Passion to learn about the event industry and demonstrate a commitment for Montalvos
mission.

Working Conditions & Physical Tasks:
Typical office environment; requires the ability to remain seated at a computer workstation for
extended periods. Some job functions may be performed outdoors. While performing the duties of
this job, the employee is regularly required to talk or hear. The employee frequently is required to
stand; walk; climb stairs; use hands to finger, handle, or feel; and reach with hands and arms. The
employee is occasionally required to sit, stoop, kneel, crouch, or crawl. The employee must regularly
lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision,
distance vision, peripheral vision, and depth perception. Some local travel necessary; valid drivers
license and access to own vehicle and clean DMV record required. Background check required.
CPR/First Aid certification required within 60-days of hire.

Salary: $17-18/hour, DOE
Benefits: Montalvo offers a comprehensive benefits package that includes medical, dental and vision
insurance; FSA; and 401(K) retirement plan.
To apply, submit a cover letter summarizing your skills and experience related to the position, your
resume and a brief business writing sample, and a Montalvo employment application to Human
Resources via email (PDF files only, please) at hr@montalvoarts.org. Incomplete application packets
will not be considered. No phone calls about the position, please. Position is open until filled.
Applications will be screened for qualifications and experience. Not all applicants who meet the
minimum qualifications will be offered an interview. Initial phone interviews expected to begin the
week of July 7.
For more detailed information about Montalvo Arts Center visit our website at montalvoarts.org.
Montalvo Arts Center is an Equal Opportunity Employer. Applicants who contribute to the diversity of
our organization are encouraged to apply.

Posted 6/25/14