The Portland Art Museum (referred to as Museum) and PAM CUT // Center for an Untold Tomorrow invites applications for the position of Event Sales Coordinator. The Events Sales Coordinator is responsible for booking events and coordinating event details with our clients, caterers, and vendors at the Tomorrow Theater along with the Museum. This role is responsible for maximizing sales revenue on assigned accounts. This position will report directly to the Associate Director of Events.

Essential Duties & Responsibilities

• Show and rent the Tomorrow Theater and Museum’s event spaces
• Manage event data including timelines, floor plans, fire permits, cost estimates, and client communications
• Serve as House Manager for events as needed, including days, nights, weekends. Schedule will be dynamic depending on events for the week
• Schedule and coordinate assigned event setup times with production department
• Schedule building access times with security, clients, caterers, vendors, and outside production companies for assigned events
• Attend event planning meetings and client/caterer meetings as necessary
• Provide labor staffing requests for assigned events to production team
• Produce and file production schedule for assigned events
• Approve, produce, and assist with the development of floor plans for assigned events if needed
• Maintain a current knowledge of all fire/noise/parking policies and apply for permits as necessary
• Assist sales team with ongoing social media campaigns and promotional efforts
• Assist the Tomorrow Theater and Events team with marketing campaigns related to events

Secondary or Additional Responsibilities

• 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 PAM 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 experience prioritizing work plans and activities to maintaining high volume work flows

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

• Minimum of 1 year of experience in events sales and production
• 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
• Proficiency in Microsoft Office Suite
• Experience with social media campaigns

Job Conditions

• Non-Exempt, Full-Time Status
• Schedule/Hours: 35 hours per week (work times may change depending on event schedule)
• Onsite with Occasional Work From Home Flexibility
• Occasional nights and evening hours
• Extensive computer work

Physical Activities

• Constantly operates a computer and other office equipment, such as a copy machine, phone, and printer
• Frequently communicates with team members or clients
• Frequently move about the museum
• Occasionally lift/pull/push up to 15-20lbs
• 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 ($21.57 min - $24.80 mid - $28.05 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