• Job Description

  Req#: 85322

  PAM CUT // Center for an Untold Tomorrow invites applications for the position of Event Sales Coordinator. The Event Sales Coordinator is responsible for supporting the sales, lead generation, and procurement of external events for the Tomorrow Theater. This role coordinates all event details with our clients, vendors, and caterers. Reporting to the Associate Director of Operations, this role is responsible for maximizing sales revenue.

  Essential Duties & Responsibilities

  • Collaborate with Associate Director on research and identify new opportunities to engage and attract new business such as partnerships or onscreen sales ads
  • Continue to develop and secure private screenings and premieres with Studios (Amazon, Netflix, etc.)
  • Collaborate with Associate Director of Operations to develop booking relationships with agencies, promoters, and event producers
  • Field incoming inquiries and ensure all necessary information is obtained from prospective clients
  • Maintain process-integrity in the evaluation and vetting of rental inquiries, including cross-referencing internal calendars, venue availability, staff capacity, and budget parameters
  • Maximize sales revenue, work with Associate Director of Operations to negotiate all contracts and minimums
  • Work with PAM CUT Operations and Programming teams to maintain accurate calendar of rentals
  • Act as primary contact and maintain client relationships throughout entire rental lifecycle
  • Conduct walk-throughs, create event budgets, and negotiate with clients
  • Manage the rentals contract process in collaboration with Associate Director of Operations
  • Assist the Associate Director of Operations in managing the financials and forecasting to ensure rentals and bookings are accurately priced
  • Oversee invoices, incoming payments, and expenses for Rentals
  • Serve as House Manager for events as needed, including days, nights, weekends
  • Manage and schedule calls with clients, communicating needs to internal teams, and following-up with clients in a timely manner
  • Develop strong relationships with internal stakeholders across PAM and PAM CUT, including Operations Management, Projection, AV, Programming, Security, Events, Facilities Marketing, Development, and Membership
  • Collaborate with Associate Director of Operations on systems and data processes
  • Assist team with ongoing marking, social media, and promotional initiatives
  • Maintain organized and up-to-date files and documents
  • Maintain a current knowledge of all fire/noise/parking policies and apply for permits as necessary

  
  Secondary or Additional Responsibilities

  • Work with Theater Operations and Programming teams to support the continued growth of the Tomorrow Theater Merchandise and Artist Collaboration series
  • Work with the Theater Operations team to support the launch of the theater’s loyalty program
  • Performs other related duties as assigned

  
  Supervisory Responsibilities

  • No supervisory responsibilities

  
  Institutional Responsibilities

  • Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability
  • Contribute to and support the Museum's strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access
  • Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
  • Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
  • Promote equity and inclusion goals and have a “people first” mindset

  
  Required Knowledge & Skills

  If you have any questions along the way including wanting to talk about a non-traditional career background, please reach out to HR.

  • Contract negotiation skills preferred
  • Strong verbal and written communication skills, comfortable communicating with all levels of staff, vendors, and customers
  • Work collaboratively in an equitable and inclusive framework with individuals from a wide variety of backgrounds
  • High attention to detail and strong coordination and planning skills to work on multiple projects at one time

  
  Education, Formal & Informal Experience, Training Required, Certification, Etc.

  • Minimum of 1 year of experience in event sales and production, preferably for a venue
  • Experience with Triple Seat, All Seated, Social Tables and/or other related event management software preferred
  • Experience with sales content management systems (CMS) to track leads and client calls and document where each prospect is in the sales cycle
  • Excellent organizational skills and comfort working on multiple team-based projects at once
  • Experience using MS Office, Google Suite, and other technology tools for smooth internal and external project management and communication
  • Experience working with filmmakers and artists preferred, but not required

  
  Job Conditions

  • Schedule/Hours: 35 hours per week, schedule varies depending on business needs (The Tomorrow Theater events are currently scheduled Wednesday - Sunday afternoons and evenings. Work times may change depending on event schedule)
  • Must be willing and able to be on-site for walk throughs and day of event management
  • Must be able to work evenings and weekends
  • Extensive computer work
  • Onsite with occasional work from home flexibility

  
  Physical Activities

  • Constantly operates a computer and other office equipment
  • Occasionally standing for a long period of time, climbing and descending stairs
  • Frequently communicates with team members or clients
  • Frequently move about the Museum, PAM CUT, and the Tomorrow Theater
  • Occasionally lift/pull/push up to 20lbs
  • Occasionally set up tables and chairs
  • This is not a complete representation of all physical requirements
    

  Benefits

  • This role is non-exempt/hourly and full-time
  • Budgeted compensation is within pay grade F ($22.26 min - $25.60 mid - $28.95 max), depending on experience
  • Shift differentials, for hourly/non-exempt staff, for hours worked onsite within:
    • Evening hours (6:00pm-12:00am) will be paid an additional $1.00 per hour
    • Night hours (12:01am-6:00am) will be paid an additional $2.00 per hour
  • Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts
  • Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave
  • Monthly Museum contribution for public transit, parking, or bike to work plan
  • Museum admission & lectures, programs, and gift shop discounts
  • R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations
    

• About the company

  The Portland Art Museum in Portland, Oregon, United States, was founded in 1892, making it one of the oldest art museums on the West Coast and seventh oldest in the US.

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