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Event Production Assistant - OMCA

Event Production Assistant - Oakland Museum of California

The Event Production Assistant is responsible for working with Museum staff at all levels and across multiple departments, outside clients, caterers and other third-party vendors to coordinate logistics for high quality internal and external events of all types. The Assistant provides efficient communication among many operational teams, facilitates the execution of events, and serves as a point person for internal and external event holders. The regular schedule will be Friday through Sunday, with some flexibility to work weekdays or evenings as needed. 

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons. 

 

INSTITUTIONAL RESPONSIBILITIES

  • Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future;

  • Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;

  • 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.

 

POSITION DUTIES AND RESPONSIBILITIES

  • Participate in production site visits and final vendor walk-through to finalize all event logistics and details

  • Serve as point person for internal or external client on the day of event, as needed

  • Provide administrative support including data entry, answering phones, emails, ordering supplies, filing, etc. Collect client information as requested by Production Manager or Coordinator.

  • Create event floor plans based on client or staff specifications

  • Create and install event signage and wayfinding materials

  • Assist with moving chairs, signs, and other light equipment as needed.

  • Monitor third party vendors and their compliance with the Museum’s facility use guidelines including electrical, insurance, license and permit requirements; facilitate load-in/out on day of event

  • Contact custodians before, during, and after events to clean spills, empty trash, and refill bathroom supplies

  • Contact Security Officers to respond to alarms, disorderly patrons, parking infractions, and other unsafe or illegal conditions

  • As a representative of the museum, engage in some public speaking at events to welcome visitors and introduce the museum

  • Other duties as assigned

Qualifications

EXPERIENCE 

  • Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect

  • Minimum of 2 years experience in event operations, planning and/or hospitality

  • MS Office (Word, Excel), Google Apps. Familiarity with event management software preferred

  • English language proficiency in both spoken and written form

  • Ability to work evenings and weekends, and requires some schedule flexibility

  • Highly organized with attention to detail

  • Ability to multitask and prioritize responsibilities

  • Excellent interpersonal skills with an ability to exercise sound judgement, tact, and diplomacy when working with rental clients, museum visitors, donors, and staff

  • Cultural competency; experience and/or ability to work and interact effectively with a diverse, multicultural audience. Multilingual ability a plus

  • Familiarity with design tools such as Adobe Suite is a plus

 

WORK ENVIRONMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

  • Noise, such as groups of people working in enclosed areas

  • Typical office environment

  • Work near moving mechanical parts

  • Outdoor weather conditions

  • Moderate to loud noise

  • Typical office environment

  • Ability to lift up to 25 pounds

  • Work a flexible schedule, including evenings, holidays and weekends

 

EEO STATEMENT

The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and the surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

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